We’re seeing many changes to the administrative position, and to an inexperienced administrative professional or casual observer, you may think that this new era, defined by digital shortcuts and automation, will spell the end of executive and personal assistants. But any accomplished executive will credit a portion of their success to those around them, especially including their administrative and support staff.
An Executive Assistant is an experienced and skilled administrative and operations specialist whose #1 priority is ensuring that their principal is organized and prepared for each day of their professional and often personal life. These executive support professionals provide administrative support and are trusted confidants to CEOs, MDs, and other top executives.
There are many qualities that describe an effective and high-performing Executive Assistant, and we’re here to explore what executives are really looking for from this person, and also to figure out what it takes to become a truly strategic Executive Assistant. Without further adieu…
1. Communication And Interpersonal Skills
One of the most critical skills that an executive expects from their Executive Assistant is excellent communication skills. C-suite individuals and business owners need individuals who can communicate effectively to create seamless workflows, solve problems, and ensure the smooth operation of their day, as well as the ability of those around them to interact successfully with this person. The ideal assistant will not only be able to juggle multiple stakeholders, but he or she will be able to build meaningful relationships with colleagues, while exhibiting the utmost professionalism when dealing with confidential information. Talented Executive Assistants understand the importance of establishing their professional credibility while maintaining healthy boundaries with colleagues and superiors, all while creating a positive, productive working environment to those around them.
2. Efficiency And Time Management
One of the primary reasons an executive hires an Executive Assistant is to manage their time and ensure efficiency. The ability to manage a hectic schedule with numerous deadlines and expectations is a skill that any EA must have. Therefore, your executive wants a proactive EA to spot potential conflicts or issues and anticipate how to solve them. Being prepared for every eventuality is essential as an Executive Assistant. It’s not just about having the most meticulously written documents or perfectly designed presentations – it’s also making sure you have a comprehensive understanding of any people dynamics that could arise within your business environment, those small but significant details which may be easily overlooked yet can make all the difference to your executive’s operational goals.
3. Adaptability
Senior leaders seek EAs capable of demonstrating high-quality professionalism and competence when presented with demanding scenarios. They should remain positive and accountable while adapting to rapidly-evolving conditions, exercising deftness instead of getting drawn into negative thinking. And dealing with the highs and lows of this job is a professional, respectful and appropriate manner at all times. Your work output should be calculated and repeatable and your executive should never have to guess about how you will handle a task.
4. Trust & Accountability
Today’s executives are looking for Executive Assistants who embody the highest levels of trustworthiness and integrity, carefully managing matters in a transparent manner. Accepting accountability for any decisions made is essential in maintaining maturity and professionalism, necessary traits to foster an ethical work environment. Executives and Executive Assistants must cultivate mutually beneficial relationships built on trust, transparency and accountability for each party’s roles and responsibilities to be effectively mapped out. This leads to improved productivity and encourages clear communication of goals, allowing both parties a greater understanding of success expectations. Without the utmost commitment to integrity, meaningful collaboration cannot take place.
5. Resourcefulness
Executives seek Executive Assistants who are adept at problem-solving and have the vision to anticipate their needs and offer creative solutions that can extend their own ability to attend to a matter. And they shouldn’t have to ask for it. The best Executive Assistants anticipate a principal’s needs and understand where they can create value for this person.
6. Discretion
Lastly, an executive should always know that their support staff keeps confidentiality at the core of their role. Organizational leaders expect their staff to value and protect their trust in them at all costs, especially as it retains to confidential projects, communication, inner workings, etc. Your executive wants an EA who is dependable, shows maturity and has unquestioned discretion.
Now, how does one leverage this to become a truly strategic Executive Assistant? Well, to start, you’ll need to make sure you understand the principal’s goals and objectives. What do they value? What metrics do they base their success on? What projects are their biggest priorities? Being able to answer these questions mean that you have a firm grasp of their goals and can start identifying ways that you can help them to achieve their goals. You’ll start being able to pre-empt tasks before they are due and provide useful recommendations whenever possible. The following are 3 of the top skills you should master to be considered a truly “strategic” EA:
Be Proactive, Not Reactive
Good strategists understand how decisions made today will impact future outcomes. This makes it possible for them to look ahead and plan accordingly. As a strategic Executive Assistant, you should be able to develop plans that align with your executive’s vision and goals. EAs must possess a good understanding of their executive’s priorities, allowing them to identify potential risks or opportunities that may arise in the future.
Decision-Making & Communication
Managers are only able to stay focused on their executive responsibilities when their support staff make timely and sound decisions. This requires EAs to be able to weigh in on options and consequences throughout their interaction with the executive each day. They must apply critical thinking and fairness toward any situations or decisions that may arise.
Ownership
The higher the level of EA, the more project-based the role can become. There are fewer ‘instructions’ that fill up your to-do list and you likely have a good idea of what is required for success in your role, without being assigned those priorities from your executive. The demands are greater, meaning you must be able to prioritize tasks and manage your own, and your executive’s workload to the point where they’re coming to you for the “what’s next” on their agenda. How well you juggle multiple tasks and stakeholders while prioritizing the needs of your executive are the measures of your success.
