There’s no way an executive can accomplish everything on their own. It’s not just that the workload is too much for one person to handle; it’s also the fact that some of your responsibilities may well fall outside of your skill set or be a waste of your time and this is especially true in administrative work.
To address this issue, most companies hire administrative assistants to handle the bulk of corporate paperwork, freeing up executives for more important tasks that require your time and attention.
However, in order for the investment to be worthwhile, you must pick someone who is able to complete a variety of jobs as well as keep up with your fast progress. As a result, seek for someone who has executive assistant abilities and qualities.
To begin, what is the role of an executive assistant? Because no two executives need the same things, this is flexible. Executive assistants give high-level administrative and other types of assistance to whomever they work for. Communication with clients, conducting research, receptionist duties, and even personal errands are all possible options.
Although the responsibilities of an executive assistant are comparable to those of a personal assistant, they are quite different. A personal assistant assists with just about any business professional. An executive assistant, on the other hand, only works with executives. Because it implies that an experienced executive assistant has a knowledge of company conditions and can deliver more specialized help, this is a level up from a personal assistant.
An executive assistant must possess a variety of key talents and qualities in order to carry out his or her responsibilities.
Communication is the most important attribute for an executive assistant. An executive assistant must be able to communicate with coworkers, subordinates, customers, suppliers, and anybody else who has contact with the executive. This includes both written and verbal communication.
The executive assistant must be able to communicate a message in clear and concise terms to prevent confusion, act in a professional manner while representing the executive, and maintain positive working relationships with other personnel.
Many executives’ executive assistants spend a lot of time on writing letters and memos. Even if the assistant only produces drafts, the text must be error-free, grammatically correct, and punctuated properly to cut down on the amount of work left for the executive.
When it comes to oral communication, the executive assistant should be fluent in both speaking and listening, particularly when dealing with client issues or complaints.
Emotional intelligence is a key component of effective communication, in addition to numerous other responsibilities. A good emotional intelligent executive assistant understands how people are feeling from paying attention to non-verbal cues. This data is utilized by the assistant to tailor a message appropriately.
Executive assistants cannot keep up unless they have excellent organizational abilities. Executive assistants must handle two calendars: their own and their employer’s. These should be in sync, free of double bookings, and (in the case of the executive’s calendar) accommodate personal commitments and preferences.
An executive assistant must be able to prioritize and rearrange items as soon as a new development arises. Organized assistants have a personalized system and a neat workplace (both physical and digital).
An executive assistant who claims to be a multitasker, on the other hand, is a big warning. Almost no one can multitask and any assistant that tries will almost certainly fail, resulting in substandard work, errors, and productivity.
Organizational skills are only useful if executive assistants also know how to manage their time. Your executive assistant should be aware of how much time each activity takes and learn to adjust if your working style differs from what he or she is used to.
Executive assistants should also be able to keep track of their time and avoid being lured by diversions or procrastination.
It’s only worthwhile hiring an executive assistant if you can trust them with confidential information. Over time, seasoned executive assistants should be able to perfect discretion.
They know who to talk with and when to seek permission from their employer, thanks to years of experience working for successful individuals. An executive assistant that participates in office chatter or displays anything less than total professionalism at work is more likely to be indiscreet.
It’s tough to be tech-savvy in today’s business climate, and this holds true for every sector. Your executive assistant should be familiar with the most popular tools and software for project management, office communication, event preparation, and contact information storage at a bare minimum.
If you want to use any program the assistant isn’t already familiar with, make sure your executive assistant can pick up how to use it fast.
Ideally, your executive assistant should be interested in learning a lot more than just about technology. A dedication to gaining new abilities and fine-tuning current ones will enable your executive assistant to keep up with your ever-changing demands and support you over time.
Positive energy is significantly more pleasant to be around. Because the optimism will extend beyond you and your company, it’s critical that your executive assistant projects confidence. Other workers will feel welcome and optimistic, which makes them more creative, productive, and innovative.
Executive assistants who can maintain their optimism in the face of adversity are an asset to any company. Because work as an executive may be stressful, even with the greatest support, maintaining a good attitude is crucial. When there are substantial issues to address or tight deadlines to fulfill, an executive assistant that stays cool can make a significant impact.
The greatest executive assistants aren’t simply there to support you during your toughest times: they actively participate in managing your difficulties. They are excellent negotiators who know how to deal with the most difficult circumstances in a diplomatic way so that everyone is satisfied.
Most significantly, though, they utilize their negotiation abilities to assist their bosses in obtaining what they desire.
You’ll need an executive assistant who can collaborate with you and others at your firm on a wide range of projects. This necessitates excellent teamworking abilities, including the ability to manage several personalities as well as the talents to achieve success when working with new people.
In a similar way, you’ll need an executive assistant who can work alone without supervision. If your assistant is constantly asking questions, you’ll accomplish significantly less than you would if they didn’t exist.
Your executive assistant should have excellent critical thinking abilities, whether working in a group or alone. This might imply anticipating an issue before it develops and taking measures to prevent issues from occurring.
A good executive assistant should be adaptable and able to come up with innovative ideas. The finest assistants of all are those who can think quickly and have the skills to develop long-term plans.
While your executive assistant will primarily carry out standard activities, there will always be some curveballs. For instance, you could need to contact someone from a different firm, get tickets to an exclusive event, be the first people to try out a new service, or do anything else that isn’t readily accessible to the general public. This necessitates networking on the part of your executive assistant.
It’s important to realize that only opening accounts on numerous social media sites and websites is never enough. Your executive assistant must be active constantly developing connections and relationships until he or she can request favors and obtain recommendations. This takes time, effort, and, most importantly, skill.
Executive assistants in the past would also work alongside their bosses at the workplace. With more individuals working from home, hiring a virtual assistant has become increasingly popular. The benefits of virtual assistant include that you won’t have to provide office space for your assistant, and you may even employ someone from abroad to save money.
You also have the chance to go a step further and contract a virtual executive assistant from Veta virtual. Rather than hiring someone to work for you full time, you can request just the hours you need. Plus, you’ll eliminate the time-consuming hiring process. We’ll match you with someone who has the exact executive assistant skills you need.