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Executive Assistant Skills (Keypoints)

The document provides guidance for executive assistants on key skills needed to work effectively with their boss and manage their responsibilities. It discusses adapting to the boss's style, anticipating needs, defining roles and responsibilities, and knowing when to take initiative. Additional sections cover time management, meeting organization, communication skills, gatekeeping duties, and special tasks like project management and client interactions.

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Mark Jasper Dabu
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96 views

Executive Assistant Skills (Keypoints)

The document provides guidance for executive assistants on key skills needed to work effectively with their boss and manage their responsibilities. It discusses adapting to the boss's style, anticipating needs, defining roles and responsibilities, and knowing when to take initiative. Additional sections cover time management, meeting organization, communication skills, gatekeeping duties, and special tasks like project management and client interactions.

Uploaded by

Mark Jasper Dabu
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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EXECUTIVE ASSISTANT SKILLS

(KEYPOINTS)
August 18, 2022
WORKING WITH YOUR BOSS

Adapt to your manager’s style


 AUTHORITATIVE COMMANDER – phrase concerns as questions and do not say “NO”
directly. Do not volunteer updates and other information about projects unless asked
 CONTROL FREAK – gain trust by delivering complete projects and on time. Provide updates
without being asked

Anticipate needs
 Use common sense and ask if not sure. Anticipate but do not assume.

Defining your job


 What communication is preferred?
 What is your reminder system?

When to take initiative


 Is it okay to be proactive in researching items that were left unclear during meetings?
ADMINISTRATIVE SOFT SKILLS

Active Listening
 Pay attention
 Respond
 Remain open-minded
 Allow the manager to finish
 Paraphrase
 Answer

Social Intelligence
 Pay attention to others
 Practice cues
 Self-monitor

Basic Business Acumen (looking at the big picture)


 Research online, books and journals
 Establish networks within the organization
 Take classes when necessary
 Practice interpreting financial reports
 Pay attention to how your role affects other departments

Office Management
 Plan in detail
 Schedule properly
 Organize documents and make them accessible
 Order placing and inventory

EFFECTIVE TIME MANAGEMENT


Calendar Management
 Schedule recurring meetings and tasks for each month
 Include time to travel and follow-up for each activity
 Include personal and vacation time early
 End-of-day review for tomorrow’s schedule
 Scheduling daily tasks
 Schedule single meetings or tasks
 Schedule time to reply to emails and return calls

Prepare for Changes and Surprises


 Analyze the surprise
 Say “No” when necessary
 Schedule accordingly
 Limit the time

Keeping Others on Track


 Remind your manager on meetings and extend to others if needed
 Stay on top but do not hover

Urgent and Important Matrix


 Urgent and important
 Urgent but unimportant
 Important but not urgent
 Unimportant and not urgent

KEEPING THE MEETING ON TIME


Creating an Agenda
 List topics
 Assign times
 Determine presenters
 Provide the agenda

Keeping Minutes
 Date and time
 Chairperson’s name
 Purpose of the meeting
 Call to order / Time start
 Amendments and approvals of past minutes
 Motions, proposals, etc
 Minute keeper’s name
 People exiting early
 Voting results
 Adjournment

Keeping the Meeting on Time


 Assign a parker or timekeeper
 Make the agenda visible
 Remind participants about the purpose
 Signal the chairperson

Variations of Small and Large Meetings

SMALL MEETING LARGE MEETING (50 and up)


Unlikely that everyone is given the
High chance that everyone participates
opportunity to speak
Agenda may be more fluid Agenda needs to be strictly followed
100% consensus 80% - 90% consensus
Personal opinions are expressed Personal opinions are unlikely
Attendees are less likely to be interested in
Attendees are interested in the topic
the topic
Everyone is encouraged Does not encourage teamwork

TOOLS FOR THE TRADE


Email Protocol

Office Machinery

Computer Hardware and Software Skills

Communication Skills (Written and Verbal)

Phone and Voicemail Etiquette

Word Processing

Business Writing

Internet Research

BE AN EFFECTIVE GATEKEEPER
Filtering Data and Information
 Is this important?
 Is the manager the only one to handle this?
 Is it relevant to the goal?
 Can I address this myself?
 Is the source reliable?

Learn to Say “No”

Dealing with Difficult People


 Speak assertively
 Address the request
 Avoid sarcasm
 Restate
 Compromise

Recognize Tricks

ORGANIZATIONAL SKILLS
Prioritizing workload
 Use the Four (4) Quadrants of priorities

Goal Setting
 Utilize SMART action plan

Plan for Tomorrow, Today

Staying on Track
 De-clutter
 Use technology
 2-minute rule
 Balance
 Be flexible

CONFIDENTIALITY GUIDELINES
Your Confidentiality Duty
 Treat ALL information as confidential

Be Diplomatic and Discreet

Keeping Data Secure

What to Do in Sticky Situations (Problem-Solving Pattern)


 Identify the problem
 Look at the problem objectively
 Brainstorm ideas
 Identify risks and benefits of each solution
 Make a decision

SPECIAL TASKS
Project Management
 Start (does not include you as the manager identifies this)
 Plan
 Execute
 Manage
 End

Trade Shows
 Assist with booth set-up
 Develop and/or resent demonstrations
 Interact with potential clients

Interacting with Clients


 Grooming
 Body language
 Right side influence
 Hand gestures
 Posture

Social Media Management


 Post links about your job
 Create compelling status updates
 Link company blogs
 Link pictures and videos
 Praise others
 Celebrate all success

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