How to be a Great Executive Assistant
There is a lot more to being an executive assistant other than typing and “organizing” your boss and having good stenography skills.
This role demands for more than just doing clerical tasks. The following are some tips that will help you to become a great executive assistant.
Be confident
When you are confident about yourself then this will help you to also believe in yourself and boost your self esteem as an executive assistant.
Appreciating your abilities and skills as an executive assistant will help you to become the best over time.
Keep your dress code professional
When you are an executive assistant your dress code should match your job as well. This is because as an executive assistant you are required to attend high profile meetings, business meetings and also meet with clients among others activities.
This means that your office wardrobe should mainly constitute of suits and other tailored outfits that are worn by professionals.
You should always make sure that you are dressed smartly at all times. Remember that your image will reflect the image of the company and your boss’s image as well.
Keep your office space clean and organized
As an executive assistant, you should make sure that you keep your desk organized at all times. Remember that this is your personal space at work. Keeping a clean and organized desk will also reflect on your organization skills.
This also reflects your ability to keep track of all your information without digging through a pile of papers on your desk, or losing important information.
You should also learn how to be confidential
As an executive assistant you will be availed with sensitive information and able to access very sensitive information. It is your duty as an executive assistant to make sure that you don’t divulge any information unless instructed to do so by your boss.
In other words as an executive assistant, you are expected to be a “secret keeper”. Make sure that your boss’s email account or any other information that your boss has entrusted you with is safe with you.
Show respect for fellow workmates
As an executive assistant, you are definitely privileged to be closer to the boss than fellow workmates. However, this is does not mean that you disrespect other employees. You should respect fellow workmates and consider them just as important as your boss.
Be organized
When organizing for executive meetings make sure that you plan early. Check to see if you have all the required materials needed for the meeting before time.
Planning a day in advance will save you the trouble of missing out any vital information needed for the meeting. Use a checklist to make sure that you have prepared well in advance for the meeting.
If you are organizing for a meeting with a client, you should make sure that you have all the necessary materials in place. Make sure that the refreshments are also ready and that the conference room is also clean and available.
Keep an appointment log book
Your job as an executive assistant is a demanding job packed with schedules and so many activities.
This also means that you must be good at keeping time and making sure that you have a proper way of how you keep your appointments.
An appointment log book will help you to be organized and not miss any important appointments.
Good communication skills
The nature of your job as an executive assistant requires you to have good communication skills. This is mainly due to the fact that you will meet very many people as an executive assistant.
Being equipped with good communication skills will help you to know how to deal with people of different temperaments that will cross your professional path without taking matters personally.
Maintain professionalism at all times
Being professional also means that you have to learn how deal with people from a professional angle and avoid taking anything personally.
Don’t be deceived some days will be better that others and you will have bad days as well.
When answering the phone at work, you should make sure that you avoid using foul language and remain professional. Your voice on the phone should be loud, pleasant and clear.
Avoid making or receiving unnecessary personal calls while at work. Remember that when you are working you should pay your allegiance to your boss only.
You should answer personal calls only for a short time and make sure that your conversation is kept brief and precise.
Keep your email account only for work related issues matters. Avoid using your work email address for personal matters. Make sure that your email account is strictly for work matters.
When writing official letters, make sure that you sign off in your capacity as an executive assistant. This also means that you should make sure that you use proper grammar when writing any official communication.
Be proactive and initiative
A great executive assistant who is proactive is desirable; this also means that having such an executive assistant is a big plus for the company.
A proactive and initiative executive assistant will be a great asset to any company.
Such a person is also reliable and can be delegated with much bigger tasks simply because he or she has won the trust of her boss or employees.
Keep a positiveattitudeand a smile always
Remember, that as an executive assistant you are bound to be called in for impromptu meetings or run errands for your boss.
This requires that you always keep a positive attitude towards your job even when you feel like you boss owes you an explanation in the way he or she handled the matter.
Never grumble about your job, remember that it is a privilege to be employed as an executive assistant and that you should be ready for any task that is assigned to you by your boss.
Improve on your typing skills and grammar
As an executive assistant one of the main duties that will be assigned to you is to type letters and take dictation notes. You should make sure that your typing speed is above 50 wpm.
Being good at typing is not good enough; having a good typing speed is crucial. Practice at home how to increase your typing speed and be a great executive assistant.
Good grammar is highly desirable for any professional. You should make sure that you only use professional language when typing or writing official letters on behalf of your boss and the company.
