How do you prepare and support your executive for high-stakes meetings and presentations?

I write him a Good Luck paper and tell him to BELIEVE IN YOURSELF. And he knows I'll be sitting beside him, taking my own notes of the meeting for him. Also in the Good Luck paper I have written anything I know about the other executive's stands on things and promise there will be more after the crucial meeting.

This requires constant communication with your Executive regarding the projects that are occuring. The more your familiarize yourself with their projects, and talk through who they are speaking with, the easier it becomes to advise and adapt.

Summarily, we have multiple dry-runs. I make sure you know who you're speaking to, where, when, why you, the topic, why that topic, the goal of that presentation. I will send you the analysis of predicted moods, what could possibly go wrong and how to handle it and finally cheer you up because why not! Bonus- Check in with your mindset because once that is settled, anything can be handled.

To support executives in high-stakes meetings, EAs should understand the situation, gather relevant information, create a clear agenda, ensure early preparation, offer training when necessary, conduct simulations, manage presentation time, ensure technical support, anticipate answers to questions, provide emotional support, coordinate follow-up, and collect post-event feedback for continuous improvement.

Your role as an EA ensures you help the executive be at his best, making research on the audience he is to present to, finding out some things about them like their values, likes, taste, believes, goals can help the executive tailor his presentation to appeal to his audience thereby building strong bond and trust depending on what he aims to achieve

Some ways to get started: - Make a separate folder in your OneDrive, Dropbox, or G-Drive, to place all materials related to the project within that folder. - If you're like my executive and I, hard copy handouts are what works for us. I keep a binder or portfolio folder that has hard copies of all documents. - Run through the logistics with your Executive before the meeting. Nothing is worse than being in the final hour and scrambling to figure out what you need. - Be mindful of who you can delegate the tasks of printing materials/agendas/etc. to. For instance, if you have a presentation to a city council - find out who the secretary or EA is so they can prepare their members.

Adequate preparation will help curb emergencies, make sure equipments, materials and the environment for the meetings is properly checked beforehand make room for backup if possible

Speak to your executive and what they need and continue to seek improvements. Best advice - do this during a 1-hour 1-on-1 session with your executive.

Effective time management is crucial in preparing for high-stakes meetings and presentations. Assist your executive in creating a realistic timeline leading up to the event, including key milestones and deadlines. Help them prioritize tasks and allocate sufficient time for preparation, such as researching the audience, gathering necessary materials, and rehearsing the presentation.

Two tips for managing time is blocking out time for practice runs and also marking out clear timings on their agenda so they know they’re sticking to time!

After the meeting or presentation, it's important to handle the follow-up tasks efficiently. Assist your executive in compiling meeting notes, action items, and any decisions made during the session. Ensure that these are communicated promptly to the relevant stakeholders. Additionally, help your executive follow up on any commitments and deadlines that arise from the meeting.

Preparing and supporting executives for high-stakes meetings and presentations involves a comprehensive approach that focuses on thorough preparation, effective communication, and building confidence. Here are some steps you can follow: Understand the context: Gain a clear understanding of the purpose, goals, and expected outcomes of the meeting or presentation. Identify key stakeholders and their interests to tailor the approach accordingly. Research and gather information: Conduct extensive research on the topic at hand, including industry trends, competitor analysis, and relevant data. Compile the necessary information and present it in a concise and easily digestible format.