The Top 5 Dos and Don'ts for Executive Assistants

The role of an executive assistant is pivotal within any organization. Often seen as the right hand of the executive, these professionals ensure that the office runs smoothly, and that executives are well-equipped to steer their respective companies toward success. As an executive assistant, knowing what to do—and what not to do—can be the difference between being a good assistant and a great one. Here are the top 5 dos and don’ts for executive assistants that will help you excel in your role.

Top 5 Dos for Executive Assistants

1. Do Maintain Organizational Skills

Organizational skills are the cornerstone of your responsibilities as an executive assistant. Whether you're managing the executive's calendar, coordinating travel arrangements, or filing important documents, a structured approach is crucial.

To enhance these skills, consider utilizing digital tools and applications that can help you streamline your processes. For instance, project management software and calendar apps can keep you and your executive on track with ease.

2. Do Practice Strong Communication

As the primary liaison between the executive and external stakeholders, clear communication is essential. This includes everything from writing concise emails to effectively relaying messages and instructions.

It's not just about conveying information; it's about doing so in a way that is clear, concise, and leaves no room for confusion. Make sure to actively listen, ask questions when in doubt, and confirm action items in writing to avoid misunderstandings.

3. Do Anticipate Needs

One of the most valued skills of an executive assistant is the ability to anticipate the needs of the executive. This means having a proactive mindset: foreseeing potential issues before they arise and resolving them efficiently.

Stay one step ahead by familiarizing yourself with the executive's priorities and routines. This can include preparing briefing materials for meetings or managing travel itineraries that accommodate the executive's preferences.

4. Do Maintain Confidentiality

As someone who is privy to sensitive information, it's imperative that you maintain the confidentiality of the executive and the organization. Trust is the foundation of your relationship with the executive, and even a small breach of confidentiality can have significant consequences.

Always err on the side of discretion and ensure that confidential information is stored securely.

5. Do Adaptability

Change is inevitable in any work environment. The ability to adapt to new situations, technologies, and processes is a significant asset for an executive assistant. Whether it’s learning new software or adjusting schedules, being flexible provides a seamless office experience.

Top 5 Don'ts for Executive Assistants

1. Don't Overbook the Executive

While it may be tempting to maximize an executive’s productivity by filling every available time slot, this can lead to burnout and inefficiency. Overbooking can also cause meetings to overlap, creating a stressful and unmanageable day.

Ensure you leave sufficient time for the executive to prepare, debrief, and have necessary breaks. This makes their work output more effective and their daily routine more manageable.

2. Don't Neglect Details

The saying ‘the devil is in the details’ could not ring more true for executive assistants. Missing out on small details can lead to bigger mistakes, from scheduling errors to incorrect document handling.

Keep a checklist of tasks, double-check arrangements, and verify all details. A meticulous eye can save time and prevent potential setbacks.

3. Don't Be Afraid to Set Boundaries

While being accommodating is part of your role, setting clear boundaries is equally important. Taking on too much or agreeing to tasks outside your capacity can lead to decreased productivity and increased stress levels.

Learn to say no diplomatically and discuss workload limits with your executive to maintain a healthy work-life balance.

4. Don't Ignore Feedback

Feedback, whether positive or constructive, is a valuable tool for improvement. Avoid taking feedback personally and instead use it as an opportunity to enhance your performance.

Regularly seek feedback to understand your strengths and areas for improvement. This proactive approach will quickly elevate your competency as an executive assistant.

5. Don't Resist Learning

The corporate world is ever-evolving, with new technologies and methods continually being introduced. Refusal to learn can lead to obsolescence in skills, making it harder for you to add value to your role.

Keep yourself updated with the latest trends and tools, and seek continuous learning opportunities through workshops or online courses. Staying informed not only increases your efficiency but also your value as an executive assistant.