14 qualities of a highly successful executive assistant in 2024
Company execs are notoriously busy individuals. The endless to-do lists, back-to-back meetings, strategic planning, and more require nothing short of superhuman effort and time management. So how do they manage all of this? A successful executive possesses a secret weapon, an equally successful executive assistant.Also known as administrative assistants, personal assistants, executive secretaries, or EAs for short, the executive assistant job is essentially that of gatekeeper, confidant, and overall support system to c-suite executives.EA’s are essentially an extension to top-level executives meaning that they are also normally the first point of contact for anyone trying to reach them. They manage their schedules, prepare reports, provide general administrative support, and are essentially involved in most if not all of their work.For a more in-depth look at the job description of an EA, check out this guide’s next article on the responsibilities of an executive assistant.The importance of executive assistants
Due to rapidly changing work environments and technological advancement, executive assistants work on and occupy even more roles than before. Gone are the days where EA’s were seen purely as gatekeepers to execs, there to answer phone calls and take messages.Technology now provides execs with a plethora of tools that can carry out such tasks for them. Note-taking apps, scheduling solutions, business travel platforms, and task management platforms mean that the level of administrative support execs need has decreased over the years.But EAs are far from obsolete. They now occupy a strategic role as well as an administrative one. They jump from helping out with decision making, to technical assistance, internal communications, overseeing business travel and event planning to name a few.The 14 skills top executive assistants possess
If this crazy yet highly rewarding career path sounds like the right fit for you, we’ve put together a list of 14 vital executive assistant skills to help you become a top notch administrative professional.3. Be cool, calm, and collected
Ask any EA how to be a better personal assistant and they will probably tell you that it’s important to know how to remain calm and keep a level head in stressful situations. Higher level executives are normally under extreme pressure and this is normally passed on to their EAs.Maintaining your composure will make your life a lot easier and will help you deal with the many crises that are bound to pop up on a regular basis.6. Be an excellent communicator
An EA constantly deals with people. From the executive they work for, to other team members within the company and clients and stakeholders outside of the organization. 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. A good EA is active on LinkedIn, Meetup and busy during social events, networking with other EAs and contacts who will come in handy further down the line.7. Be an adept anticipator
This is a tricky one and normally comes with years of experience. By using their experience and possessing an understanding of both potential situations and your boss’ habits and needs, a great executive assistant is able to anticipate and overcome stumbling blocks before they occur.Becoming an expert problem solver of this level will not only make you an invaluable personal assistant but will also help make your job feel a lot easier. Crisis after crisis can be averted with a little strategic planning.8. Be an on-your-feet thinker
Along with being able to anticipate problems, you also need to know how to solve them on the fly. As an EA, you will face countless situations that might not necessarily have textbook solutions you can refer to. You will need to think outside the box and use every tool at your disposal to get to the bottom of a problem.With this comes a certain level of autonomy. You will need to feel comfortable taking decisions yourself and make those spur-of-the-moment calls at the right time. Of course, it’s important to understand the limits of your power and find the right balance between the two.10. Be proficient in the art of project management
When you think about it, an executive assistant is essentially a project manager tasked with handling a single but highly complex project. The needs and requirements of a high-level executive. A firm grip on some of the key concepts and practices of project management would therefore go a long way.EAs are often tasked with event coordination including planning team-building events aimed at enhancing company culture. Being a great company ambassador (see point 4) will put you in a stronger position to execute such tasks in the most efficient and effective way possible.12. Be a leader and a team player
As the person working in the closest proximity to some of the key individuals in an organization, other staff members will often turn to you for guidance and advice. You possess insight and knowledge on the needs and wants of the execs and of what is best for the company. You also hold the key to a trove of great contacts and connections. From time to time, you will be asked to pass on messages to the rest of the company on behalf of the c-suite team.This puts you in a position of power but also requires you to be a team player. You must represent the executive but should also be someone people feel they can turn to when the need arises. The nature of your job means you will need to collaborate with different team members at different moments depending on the situation. This is particularly true when you need to take the lead on projects like organizing team-building events, overseeing office works, or coordinating meetings logistics.
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