Executive assistant is an established professional with operational and managerial skills. The executive assistant is a role for people with excellent communication skills, advanced computer literacy and the ability to learn new technologies very quickly. Usually, executive assistants work closely with CEOs and senior executives and because of their accountability and proximity to key employees, they are often considered as key elements of the organisation.
- Answer as soon as possible. This means that you should answer your e-mails, calls, requests right away even if it means that you will only confirm receipt and decide later on.
- If someone asks you for assistance or has a request, write down even the smallest details that they say and repeat back the received information. This way you will make sure that everything is correct and minimize the possibility of mistake.
- Use Yes and No checkboxes. Whenever you have a pile of papers that are waiting for a decision from your boss, use these simple boxes (___Yes ___No) to make things easier for your boss. This way, your boss will spend as little as two seconds on making the decision and will certainly appreciate that extra effort from your side.
- Whenever you present an option or subject to your boss, use maximum of three choices. Using more than 3 choices can confuse people and make them indecisive. For example, make options such as cheap, medium and expensive. In case of restaurants, use meat, fish and one general cuisine.
- When it comes to various donations, be direct and ask the other side how much everyone else is contributing. High probability is that the person on the other side is an assistant as well and will share the information. Even if you do not find the exact amount, you will collect other valuable information that will allow your boss to make his decision more easily.
- Answer your phone so the caller needs to reply with only yes or no. With this approach, you make it easier for the caller and avoid unnecessary conversations that take your time.
- Print your boss´ schedule and put it on your desk. This way, your boss will not need to check his schedule on the phone or walk back to the office.
- Meet other assistants from other companies over lunch. This can help build a better working relationship as you are getting to know them as people and understand their role, their boss and gives you an ability to see how their company fits into the big picture.
- If your boss keeps their doors open, listen in so you predict their needs. You do not need to worry whether you should listen or not, because if the subject was personal or confidential, they would have closed the door.
- Walk fast wherever you go. Time is your most valuable resource and you always have too little of it. Walking fast to your boss or to your colleague across the hall can save you time and make you look more productive.
Do you have any other tips to help you perform to the best of your ability? Share it with us in the comments area below or on Facebook.
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