5 Ways to Become a More Effective Executive Assistant
Being an executive assistant can be a difficult and stressful job, especially if you work at a large corporate office. Your role is instrumental in ensuring that business operations continue to run smoothly and that important goals are consistently met. Indeed, it is a worthy profession that you can take pride in because countless professionals cannot do their jobs properly without their executive assistant.
However, it is still possible to feel overwhelmed with your work, especially during the busier times of the year. That being said, here are a few tips that can help you stay on top of your tasks while still making time for yourself.
Get Additional Training and Certifications
In any industry, it’s crucial to hone your skills so that you can become more effective and efficient in your given profession. With that in mind, there are a number of centres and institutions that provide short courses and classes which can help you grow as an executive assistant.
Since your job is multifaceted, it’s a good idea to learn as many relevant skills as you can. For instance, perhaps you can take a class on event planning or project management. You may also look for courses that can guide you on how to become more proactive and strategic. If you have your sights set on a future leadership role, a course on coaching or emotional intelligence can be great for you, too.
Use Different Tools to Make Your Tasks Easier
There are all kinds of software and applications that you can download to expedite and even automate certain tasks. If you need to schedule a meeting between two busy executives, scheduling apps can help make the process easier. The app allows you to see each participant’s availability, find a venue, and book any meeting with ease.
If you need to make a company purchase but don’t have the time to research the best and most affordable options, there are also apps that can do that for you. Simply input the item you need and the quantity you want to buy, and the software will find the most ideal option for you.
For incredibly busy weeks and months, it can be hard to determine what tasks must be prioritised. The good news is that you can use a number of different time management tools to help keep track of everything.
Welcome Feedback (and Give Some, Too)
Communication is an essential part of your job as an executive assistant, so be transparent with other people as much as possible. That way, you can keep everyone on the same page.
So be brave and ask for honest but constructive feedback from the people you work for and with on a regular basis. While some might hesitate to share their thoughts, let them know that you are always open to hearing what they have to say so you can work with them better.
You can encourage them to be open with you by giving them some feedback, too. Don’t forget to give positive feedback where it is due. Letting those that you work with know when they have done a good job helps build positive relationships and morale. And if you notice that there’s some room for improvement, be sure to bring it up politely so that it can be addressed as soon as possible. Truly, encouraging open, respectful, and honest communication can do wonders for everyone’s productivity.
Have All Important Data and Tasks Accessible in One Place
Modernizing your processes can go a long way towards making everybody more efficient. So, look into using secure cloud storage software to keep all important information such as employee data, passwords, documents, and more in a secure and encrypted database. Additionally, try organising your to-do lists by using apps that encourage collaboration. By doing so, you can rest assured that you can access any information that you may need at all times.
Set Clear Boundaries for Yourself and Your Colleagues
As an executive assistant, it can be tempting to go above and beyond for the sake of your job. Though this may be necessary on some difficult days, it’s important to draw a line between your professional and personal life. Not knowing how to take breaks or separate your work and personal life can cause you to experience burn out. These boundaries are especially important if you happen to have responsibilities outside of work as well, such as your family or further studies.
So, do what you can to enforce your professional boundaries, whether that means responding to work-related enquiries only during office hours or keeping your personal contact information confidential. You can inform your coworkers and bosses about these in advance so that they know when to best contact you, too.
While being an executive assistant is a demanding job, there are ways to make the job a little less stressful. Hopefully, these tips can help you become much more efficient when it comes to your everyday tasks.
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