In recent decades, the role of an executive assistant has evolved from that of personal secretary to one capable of facilitating decisions, networking, influencing, managing and even leading.

Executive assistants typically answer the phone, monitor visitors, make travel arrangements, prepare reports, archive and organize documents, take meeting minutes, and do basic bookkeeping.

To ensure the success of the company, a successful executive assistant ensures that the executive they support goes above and beyond their duties.

Every successful CEO has a solid executive assistant to help them achieve their goals.

So who are they and what makes them unique?

Job Description of Executive Assistant

Do you know what an executive assistant does? An executive assistant or personal assistant plays an important role in a company as they support senior executives, the CEO or the owner.

Administrative assistants are similar to executive assistants; However, administrative assistants typically focus on clerical duties, while executive assistants typically assist corporate executives in completing higher-level tasks.

There is a wide variety of duties that executive assistants perform, but they are all generally of a high standard and similar nature.

• Manage the schedule for the CEO
• Attend calls and meetings for the CEO when unavailable
• Review and sorting of documents
• Handling sensitive information
• Preparation of reports and presentations
• analyze data
• administrative tasks
• Supervision of other employees, including administrative assistants

How to become an executive assistant

In order to become an assistant, a degree in business administration or a related subject such as office management or administrative assistance is essential.

Most executive assistants have a 4-year degree, but many start out as administrative assistants or earn certificates or degrees from two-year programs.

Several years of experience may be required to be considered for an executive assistant position in a larger company.

In addition, executive assistants may need to have knowledge of the field in which they wish to work. For example, an executive assistant should be familiar with legal terminology and procedures if he intends to work in a legal environment.

An executive assistant should possess the following four qualities. Take the time to read and understand first, especially if you plan to become one or are currently considering employing one.

trust and loyalty

Executive assistants are the counterparts of CEOs. Share valuable information with your assistant. For possible flight and hotel booking purposes, they can access your flight schedule, company name, and personal accounts such as email addresses and credit card numbers.

Choose a trustworthy and reliable person. Knowing that sensitive information is kept for their eyes only should make you feel more comfortable sharing your schedule, calendar, and more. You are your accomplice.

values

Assess your company to understand what values ​​are most important to you. Then look for an executive assistant who possesses the same qualities and you have your ideal candidate.

Your executive assistant will represent you in the same way that you represent the same principles and standards. In your absence, you need to be able to trust them to make the right decisions when the need arises.

prioritization

The job of the executive assistant is to prioritize information or upcoming tasks. It is their responsibility as CEO to provide you with the information you need at this moment. The aim is to make your work easier.

Your role is to pass on the most important information first, then the least important, then let go of the unimportant information. But first they need to determine which ones they need to take care of themselves.

communication

You must maintain a good working relationship with your executive assistant. It is important that you trust them when they speak on your behalf. In addition, you may need them to represent you at meetings in your absence.

Find one that you can easily communicate with. Someone you think understands your values ​​and who you are as a CEO. Someone to represent you and make you feel comfortable.

Tips for an Executive Assistant

Are you looking for organizational tips for executive assistants? These tips will help your organization.

1. Organize your email

As an executive assistant, you also need to manage your inbox and executives. It can get overwhelming very quickly when emails flood your inbox.

A wise manager once said, “It’s impossible to reach 0 emails, and it’s better if you accept it.” However, there are other ways to overcome this challenge and simplify your inbox!

Consider organizing emails by label so you know which ones need your attention:

• Urgent emails: You must reply to these emails as soon as possible. Do not save them for later and give them the utmost attention.
• Less Urgent: You’ll need to respond to these emails at some point, but you have more important things to do right now. If you need to send those emails by a specific date, it’s a good idea to give them a due date so you don’t forget them.
• Follow-Ups – Set due dates for following up on these emails as they tend to slip through the cracks.
• Tasks – Create a to-do list so you can stay on top of those emails.

2. Make tomorrow’s to-do list before you leave the office

Don’t waste time! Whether you’re leaving the office or not, make a list of tasks to focus on tomorrow while it’s all fresh in your mind. When you walk into the office in the morning you have a good idea of ​​where you stand because you spent the extra 5-10 minutes doing it beforehand.

You won’t waste any time knowing what is your top priority and what needs your immediate attention.

3. Visualize what you will achieve

Start your day with the end in mind as you enter the office.

Take 5 minutes to think about what you need to do today. THEN consider what tasks will help you get there.

Revise your to-do list from last night and make sure each of your tasks is in the right place.

4. Use a tool

Consider using project management software or an online platform to keep you and your team organized.

Tip #1, Email Management, lists Priority Matrix as a good project management tool for executive assistants.

With the Priority Matrix application you can manage emails, tasks and documents in one place. You can also read detailed reports to ensure your team is performing well or to find out if they’re not making progress so you can take quick action.

Conclusion

Executive assistants can be hard to find. You must have your criteria set and you know the values ​​you want – someone who fits you and will be the gatekeeper to your success.