Being part of top management gives senior executives the ultimate responsibility for the performance of a company. This also means they need the best quality assistance possible to stay organized and on top of their game.
The skills
Executive Assistants, (or Executive Business Administrators/Coordinators), provide support through a wide range of duties, including administrative tasks, research and management roles. The position requires a high level of integrity, as executive assistants are exposed to very confidential and sensitive information. These “go-getters” have a solution-oriented mindset. They are resourceful, ingenious, committed, and they react with appropriate levels of urgency and tenacity to difficult or unexpected situations. They enjoy being given a challenge with a wide scope of responsibility and empowerment, and are reliable, dependable and results-driven.
However, to prove oneself as highly valuable to senior management, it is important to be very flexible and possess excellent organizational abilities. Written and verbal communication skills are necessary, as the senior executive assistant is often the go-between for the CEO, VP, director, or other senior management executives and important customers, the board of directors or new talent. A senior executive is a busy person, so the ability to anticipate needs, think critically and offer solutions to problems will help. Executive assistants are street smart, with an ability to understand when to take ownership of a decision and when to involve other parties.
In a large company, the senior executives will have other staff locally and globally, and some global reports will rely on the executive assistants for help, information and travel advice (even being the local information guide at times) for meetings with the boss. An executive assistant is likely expected to facilitate visits for these staff, so cultivating leadership and communicating skills is important.
Experienced in human resources, executive assistants also play a role in welcoming clients and even new candidates for interviews. They are often the first real face of the company for both potential clients and candidates, and a good first impression can ensure good business results.
Responsibilities and duties
An executive assistant’s duties might range from protecting the senior executives from aggressive press to helping out in a social or professional emergency with information and diplomatic protocol. Also, stamina and dedication are important because at this senior level, assistants are sometimes on call day and night. A key task is to be properly equipped. For example, assistants schedule video and conference call meetings, and ensure notice goes out to all attendees. They make sure rooms are equipped with functioning video conferencing equipment where conference calls could involve different global time zones, testing the different participants’ equipment to ensure that on the day of the call all parties are well connected.
Another important and recurring duty is resolving diary clashes. E-mail traffic is often very heavy as well, so it is fundamental to prioritize a list of those replies that have to be made by the senior executives personally. Replying to the non-priority mails is usually within the executive assistant’s remit.
The daily routine of an executive assistant is never the same from one day to the next, and varies significantly depending on the industry, size of the company, time of the year, business plan, strategy, results, and many other variables. Typical duties include managing a complex schedule for the senior executives, taking meeting minutes, writing reports, preparing presentations or translating correspondence, and clearly prioritizing items that need attention –especially if supporting multiple directors. Additionally, the senior executive assistant is responsible for ensuring that important corporate documents are signed, followed-up and securely archived, that appropriate parties receive the originals, and when necessary, couriered to legal holds in different countries. Sometimes, the senior executive assistant is also responsible for keeping the business contracts, charters, laws and board meetings minutes, so s/he needs to be a corporate archivist with an excellent memory.
For expense reports, invoices, reconciling credit card statements or submitting billing information, knowledge of a general accounting system like Concur is necessary.
Knowledge and experience in geopolitics, diplomacy and international relations are also important, since executive assistants can be called to arrange high level meetings locally or abroad in a variety of locations. They plan corporate travel and meetings, developing complicated itineraries to destinations with limited flight or difficult connections, and it is important to check each country’s security status and alerts.
Not understanding the world time zones could have disastrous consequences for a business. For example, after a meeting on the 26th of November in Asia, does the senior staff need to take a flight that leaves on the 26th, 27th or 28th of November to be at another meeting in Europe on the 28th? Scheduling the corporate or private jet and remembering the executives preferred airline, seating and status (does a frequent flyer platinum member get picked up for transfer by the airline’s limousine or not?), booking airport pickup/drop off transfers, rental car, hotel, meeting facilities and dining choices are all part of an executive assistant’s responsibilities. They may even have to visit the place beforehand to make sure that the choice is perfect for that business meeting or entertainment, playing the role of the mystery customer with a business check list to make the project a success.
What managers want
For the executive coordinator to maintain and share a profound interest in successfully accomplishing the company’s goals, managers appreciate hiring someone who encompasses a broad range of qualities that are going to make work enjoyable. They like assistants who will stay up to date on happenings at the higher management levels and what projects might be coming down the road, who motivate, innovate and evolve. Managers look for assistants who appreciate both negative and positive constructive criticism, and who provide resources and recognition. Senior executive assistants also often play the role of a mentor and listener, but are not afraid to get their hands dirty. They know what is going on in the department, and despite a stressful day, still manage to keep morale high.
A successful executive assistant is like a duck: s/he remains calm on the surface, but is very busy under the water.
Photo credit : Geralt via Pixabay.com, CC0 Public Domain License
It is exhausting just reading what an Executive Assistant has to manage on a day to day basis. With everything that has to be done, managed, thought of, prioritised and arranged, what would you say is THE one essential element which underpins their ability to provide this executive support?
Paul, I would say that while reaching for a challenge, flexibility and remaining calm underpins the ability to render solutions and makes one “the” problem solver.
Thank you Rose for writing this article! One sometimes tends to forget how much work, dedication and creativity is required to help management to achieve top performance.
Thank you very much Eduard. Excellence in ideas is an investment that will count to make everyday a success.