How To Become The Best Executive Assistant | pocket agency (2023)

Worked as an assistant to the managementIt is one of the most rewarding and challenging branches of the secretarial world. Especially in executive offices, the office environment is often stressful, demanding and fast-paced. Additionally, the Executive Assistant job requires a lot of multitasking, excellent communication skills and the knowledge to function well under pressure. Developing good working relationships with your colleagues is essential to getting the job done. Here are 14 things to help you become a better executive assistant.

Learn to anticipate your boss's needs before they arise.

The best executive assistants don't respond to requests from their bosses. You anticipate them before they happen. That means keeping an eye on their calendars and making sure everything is set up for them before they need it.

Think about how you can help your boss save time instead of doing what you're asked to do. For example, if you have a meeting at 4:00 p.m. m., make sure that all materials are ready on time.

Do this so you don't have to worry about being on time or, worse, running out of supplies during the meeting because you forgot something important like a laptop charger or another file you need to check.

Develop and maintain a system for tracking tasks.

It helps you get more done in less time because you don't have to constantly communicate with your boss. Use software like Microsoft Outlook or Google Calendar to create calendars and reminders to remind you when things need to be done.

Learn how to use these tools effectively so you don't waste time checking your email after every meeting or phone call. Having a place for notes is important to keep track of what needs to be done and who said what during an interaction.

Collaborate with other departments whenever possible

As an assistant, there's nothing quite like involving others in projects to get work done more efficiently and effectively. So if another department has more experience with a specific task, ask them if they're willing to help and let them.

Be proactive instead of reactive

Don't wait for your boss to tell you there's a problem. Let them know so they can fix it before it gets out of control. If there is a solution that needs to be implemented, step in as well and take care of it yourself if necessary (with permission). This saves your boss time and energy, which he spends on other things that need his attention instead of dealing with smaller problems.

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Always have the support of your boss.

An executive assistant needs to be able to protect her boss from everything from unnecessary meetings and emails to phone calls and emails from angry customers. Also understand your boss and how he likes things.

Then use this information to anticipate what they need next and how they would like the information provided: whether they like it in bullet points or paragraphs, email threads forwarded or copied, etc.

Edit emails like a pro.

A great executive assistant will do anything from scheduling meetings and sending thank-you notes to answering emails and calls. But one of the most criticalDuties of an Executive Assistantreplies to the correspondence.

It means communicating effectively and professionally with your boss, colleagues and customers every day. It also means sorting through piles of documents, keeping track of important deadlines, and managing multiple tasks.

Know how to delegate responsibility.

You need to know how to delegate responsibilities to get your job done and make sure other employees are getting their jobs done. When delegating, start by listing all the tasks that need to be done in a spreadsheet or document.

Search each item and assign it to someone else. Assign the hardest things first as they take the longest. After you've distributed all the tasks, review each one to make sure you've done everything correctly.

Make sure you delegate work to people who are able to complete tasks professionally, in detail, and accurately.

Manage social media profiles

Make sure your boss's social media profiles are up-to-date and engaging.Post links to contentrelevant to customers, industry news, and other topics related to your company's goals or mission.

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They also need to be quick to respond to comments and messages so customers feel like they can reach out if they need help or have questions about a product or service. To do this, use automation tools like Hootsuite or Buffer to schedule posts in advance so they don't get caught up in other tasks at work.

This is also another great area of ​​delegation, especially when you don't have time to interact with customer responses.

Create the perfect itinerary.

If your boss travels a lot for business, you probably need help planning every trip, whether it's an upcoming conference or a quick day trip to another city.

A complete itinerarymust contain information on flights, hotel reservations and transportation between the airport and the hotel and between hotels on different days of travel (if applicable).

Know the goals of your company

If you don't know your company's goals, you're not helping your company or your boss. They should be familiar with the business strategy and how it relates to the mission statement and the overall operation.

Even if your boss doesn't openly share this information with you, keep asking questions until they do! The more information they provide, the better equipped you are to get tasks done effectively and efficiently.

Learn to research like an expert

Being a good researcher means more than just knowing how to use search engines effectively. It takes practice, patience, and the ability to ask the right questions to get the most accurate answers. Here are some tips to help you become a better researcher:

Ask for clarity.When researching for a new client or company, start by asking them what they want from your research project. Don't assume you know what they want. It's your job as an executive assistant to understand their needs and wants before responding to their requests. Knowing what they want will help you get started quickly and avoid unnecessary arguments between you and your boss later.

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Use different sources of information.There are many types of resources available online including:


They were

The Social Media Platform


Make sure you use all of them when searching on behalf of your boss or client. This helps ensure you get accurate results and adds context to your results so others can easily understand them.

Be tech savvy

It's not just about doing a job; it's about making sure it's done right. One of the best ways to do this is through the use of technology. Be a tech-savvy assistant and you can save your boss time, money and make his life easier. Here are some tips for using technology in your role as executive assistant:

Useproject managementTools like Basecamp, Trello or Asana to manage your workload in an organized way.These tools help you stay organized with projects, tasks, and deadlines, so you don't have to constantly ask other team members for updates.

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use googleapplicationsand documents as far as possible.If you use Word all day and hate it, try Google Docs. It has everything you need to create important documents and collaboration tools to quickly collaborate with others. It's even possible to take notes on a document with your collaborators in real time via Google Hangouts, making collaboration much easier than sending and receiving emails like it used to be.

Be organized, calm and confident at all times.

You must ensure that your desktop is always neat and clean. You should also keep track of any important documents with filing systems such as manila binders, hanging files, or binders. So you know where everything is when someone urgently needs a document.

You should also have an organized inbox so that people who email you with their problems or concerns can easily find their answers when they return from lunch or after work.

If possible, store everything in separate group folders so that your inbox doesn't get cluttered with unimportant emails. And remember to back up your data.

Always be presentable.

Your demeanor says a lot about your professionalism. So always dress appropriately for work, even if it's just for a client meeting. Wear clothing that fits comfortably but is not too tight or too loose; Avoid wearing flip flops or sandals and bold colors as these colors distract people in meetings and presentations.

Get started today!

There is no lack of advicebe a hands-on executive assistant. There are many guides and books on the subject and other articles like this one. But at the end of the day, your performance as an executive assistant depends heavily on you, your relationship with your boss, and your ability to get things done. So do what works for you and always strive to be productive - it's the best way to ensure success.


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10 Essential Project Management Skills | Forbes Advisor


How can I be a more effective executive assistant? ›

Here are 12 best practices for being an amazing executive assistant:
  1. Be Trustworthy.
  2. Create Winning Travel Itineraries.
  3. Follow Tech-Trends.
  4. Be Organized.
  5. Draft Ghost Emails.
  6. Learn to Handle Working Under Pressure.
  7. Conduct Personal Upskilling.
  8. Push Back When Needed.
Apr 5, 2022

What are the top 3 skills of an executive assistant? ›

The top three skills of an executive assistant are adaptability, people skills, and organization.

What are top 3 skills for PA position? ›

6 qualities of a successful personal assistant in 2023
  1. Communication skills. ...
  2. Interpersonal skills. ...
  3. Time management skills. ...
  4. Strong organizational skills. ...
  5. Ability to multitask. ...
  6. Attention to detail.

What is the biggest challenge for an executive assistant? ›

Executive assistants are expected to keep up with the hectic schedule of executives. They are the ones working behind the scenes — scheduling meetings, developing meeting agendas, preparing documents and reports, and coordinating with teams, to name a few.

What does a CEO want in an executive assistant? ›

Skills that are important for an executive assistant to a CEO include time management, critical thinking, and moderation skills. It is also highly preferred that they have technical proficiencies and problem-solving skills. It is also extremely important that they have excellent verbal and written communication skills.

What makes a strong executive assistant? ›

An Executive Assistant is like a spokesperson for their executive. In many situations, your words are treated as if they are your boss's, so polished emails and proper phone etiquette are a must. You also need to be able to communicate strategy clearly and accurately, as well as be persuasive from time to time.

What makes you stand out as an executive assistant? ›

When hiring an executive assistant, look for ​​the ability to multitask, excellent time management skills, professional discretion and people skills. Great candidates for your executive assistant role may also have experience in an administrative support or personal assistant role.

What is the most important trait of an executive assistant? ›

You are a spokesperson for the executive and for the company and must therefore possess great communication skills as well as people skills. Possessing a skill set that includes empathy and emotional intelligence will help as you build relationships that will become crucial for you to do your job.

How do you answer what's your biggest mistake? ›

The best way to answer this question is to talk about a specific example of a time you made a mistake:
  1. Briefly explain what the mistake was, but don't dwell on it.
  2. Quickly switch over to what you learned or how you improved, after making that mistake.
Jun 22, 2022

What makes you stand out from other candidates? ›

An important skill that can set you apart from other candidates is being intellectually curious and wanting to learn new things. Having a genuine interest in the job and wanting to learn more is something hiring managers want from their candidates. It shows that you will strive to find new ways to solve problems.

What are the six PA core values? ›

They are:
  • Medical Knowledge. ...
  • Interpersonal & Communications Skills. ...
  • Patient Care. ...
  • Professionalism. ...
  • Practice-based Learning & Improvement. ...
  • Systems-based Practice.

What are the 4 P's of goal setting? ›

When establishing goals, it is important to remember the Four P's of goal setting. They need to be positive, personal, possible, and prioritized. When you are creating goals, remember to make sure that they are positive. This means that you focus on what you want to achieve rather than what you want to avoid.

How can an executive assistant add value? ›

18 Ways Executive Assistants Can Add Value
  1. Increase Productivity. ...
  2. Offer Problem-Solving Solutions. ...
  3. Improve Collaboration. ...
  4. Support Business Growth. ...
  5. Develop Company Culture. ...
  6. Deliver Customer Service. ...
  7. Provide Confidentiality. ...
  8. High Agility.
Mar 17, 2022

What are the 7 keys to effective goal setting? ›

The 7 keys to setting effective goals
  • Set your goal. Many of us fail at this first step – by focusing on too many things and not stopping to think about whether any of these goals might ultimately make us happier. ...
  • Make a plan. ...
  • Commit to achieving it. ...
  • Reward yourself. ...
  • Share your goal. ...
  • Seek out feedback. ...
  • Stick to your goal.
Dec 13, 2017

What does success look like for an executive assistant? ›

A successful executive assistant will go above and beyond to make sure that the company is headed in the right direction by ensuring that the executive that they are assisting is on top of everything and then some.

What do you find attractive in the role of an executive assistant? ›

Aspects which can be attractive include: Breadth of the role, offering exposure to many parts of a business. A strong position from which to network and develop relationships. Raising one's personal profile, particularly with the executive team.

How do I impress my boss as an executive assistant? ›

So, here are a few tips for executive assistants that are sure to impress your boss.
  1. Communication Skills. ...
  2. Computer Skills. ...
  3. Time Management. ...
  4. Organizational Skills. ...
  5. Interpersonal Skills.
Mar 27, 2018

How do I sell myself as an executive assistant? ›

You can sell yourself as an executive assistant by being professional and organized, handling confidential information with care, communicating effectively, and taking the initiative daily.

What would you say is the most valuable skill that an executive assistant should possess? ›

Communication. Excellent communication skills are a must. Executive assistants must be able to write and speak clearly to represent the company positively.

How do you deal with pressure or stressful situations? ›

2. Commit to a Positive Attitude
  1. Decide what you can do. Pinpoint which parts of the situation you have the power to change or influence for the better. ...
  2. Get support. Find someone to talk to about your situation. ...
  3. Care for yourself. Take especially good care of yourself when stress in your life is high.

What is the STAR method in interviews? ›

The STAR method is a structured manner of responding to a behavioral-based interview question by discussing the specific situation, task, action, and result of the situation you are describing.

What skills can you bring to the team? ›

Here are some of the most constantly in-demand transferable skills.
  • Communication. Effective communication is essential in any role. ...
  • Organisation and planning. ...
  • Motivation and enthusiasm. ...
  • Initiative. ...
  • Teamwork. ...
  • Leadership skills. ...
  • Problem solving. ...
  • Flexibility.

What values do you bring to the team? ›

How to answer, "what do you bring to the team?"
  • Consider your unique attributes or skills. ...
  • Explain how your unique skills apply to the position. ...
  • Explain your experience with similar teams. ...
  • Express your enthusiasm for working in teams. ...
  • Remain humble and provide honest answers.
Dec 7, 2021

What is the most important quality a PA should possess? ›

The top three qualities a physician assistant can have are interpersonal, problem-solving, and soft skills, but the most important quality to consider is a PA's ability to perform their job and put the patient first.

What is the PA Code of Ethics? ›

PAs hold as their primary responsibility the health, safety, welfare, and dignity of all human beings. PAs uphold the tenets of patient autonomy, beneficence, nonmaleficence, and justice. PAs recognize and promote the value of diversity. PAs treat equally all persons who seek their care.

What is PA Vision mission? ›

The People's Association (PA) was established on 1 July 1960 as a statutory board to promote racial harmony and social cohesion in Singapore. Our mission is to build and bridge communities in achieving one people, one Singapore.

What are the 3 R's of goal setting? ›

R = Rigorous, Realistic, and Results Focused (the 3 Rs).

A goal is not an activity—a goal makes clear what will be different as a result of achieving the goal.

What are the 5 R's of goal setting? ›

Avoid simply focusing on setting resolutions and turn your attention to the “five Rs” of resolutions: results, reasons, reflections, resources and responsibilities.

What are the 4 qualities of a good goal? ›

Goals must be challenging, focused, measurable and relevant.

What are the six W's of a smart goal *? ›

What exactly do you want to accomplish? Be specific. This is a mission statement for your goal rather than a list. Think about the 6 W's (Who, What, When Where, Which, Why) and identify how this goal will be accomplished.

What are three key messages in the goal? ›

Three metrics that will tell you if the business is doing well: net profit, return on investment, and cash flow. All three should be increasing all the time.

How do executive assistants survive? ›

Some key attributes of a successful Executive Assistant: Excellent communication skills – being able to speak up when needed and understand exactly what's required.
Basic survival rules to achieve work-life balance as an Executive Assistant:
  1. Set expectations. ...
  2. Know your limits. ...
  3. Look after yourself!
Nov 18, 2015

How to be your bosss favorite? ›

This is how to become your boss's favorite
  1. Boss move #1: Make your manager's job easier. ...
  2. Boss move #2: Be reliable. ...
  3. Boss move #3: Create an open line of communication. ...
  4. Boss move #4: Share praise at team meetings. ...
  5. Boss move #5: Get to know your boss' lifestyle. ...
  6. Make your move.

How can I attract my boss attention? ›

These are important questions to answer as you seek upward mobility within your company.
  1. Complete work assignments on time. ...
  2. If you don't know, admit it. ...
  3. Provide solutions, not problems. ...
  4. Don't hide your mistakes. ...
  5. Understand your boss's expectations. ...
  6. Learn from performance reviews.
Jun 15, 2017


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