How do you balance transparency and privacy when managing sensitive data as an EA?

Make sure you know how to not be transparent when it comes to home life and other similar issues with your boss. His secrets are safe with you but not with others. You need to protect this information, and not share it with others and know what to say when other people are trying to invade his or her privacy. Always be on your boss's side.

Know the law and policies is the one that often gets forgotten not only by Administrative Professionals (APs) but by organisations who employ APs. As APs (maybe with the exception of HNW and Private) we are employed by companies and subject to guardrails which we must understand. Yet many organisations do not view the information held by APs as sensitive. It is important we understand company policy and local law when handling data, materials or personal information. Personal data is protected by law, so sharing even across team mates is prohibited without asking permission in some regions. Transparency in regard to responsibilities, changes or development is very different to transparency of information which is private/sensitive.

Balancing transparency and privacy when managing confidential data as an Executive Assistant involves restricted access, selective sharing, transparent communication with the executive, use of encryption, security training, regular audits, a secure disposal policy, compliance with regulations, and emphasizing the importance of confidentiality in the workplace.

Utilize secure tools and platforms to store and transmit sensitive data. This includes using encrypted communication channels, password-protected documents, and secure cloud storage services. Ensure that the tools you use have appropriate security measures in place, such as data encryption, access controls, and regular security updates.

Regardless of the form or length of the information. I have the "need-to-know" principle always active. Who needs to know what, when, why and how. If it is outside of your jurisdiction, you will need to follow due process to access a certain level of information except my executive overrides it.(which is uncommon ??)

Adhere to the principle of providing access to sensitive data only to those who genuinely need it. Limit access to confidential information on a need-to-know basis, based on job responsibilities and relevant permissions. Regularly review and update access privileges to ensure that only authorized individuals can access sensitive data. This helps maintain privacy while ensuring transparency within the necessary boundaries.

As an assistant, you are the representative of your higher-up. This means communication is vital. What you may view as an innocent comment on as simple as your supportee's whereabouts, may inadvertently harm their image. Make sure to put in the effort to check in with the person you support and get clear on their vision and their boundaries. If in doubt on how to respond to a query, take a message. Ask your higher-up how they would prefer such inquiries to be handled in the future. Don't sweat the mistakes, every support relationship is unique and will take effort to perfect. Always come back to the table and collaborate.

For me, it is all about how you communicate and how you view risks. Balancing transparency and privacy when managing sensitive data can only be achieved (in my opinion) with your choice of words, the amount of information offered, slowing down when replying to anything and thinking before you type or talk. If you are unsure, don't do anything. Don't be rushed into a response -refer to a senior colleague or Manager for advice and seek clarity.