How can you provide exceptional service when managing multiple executives' calendars?

1 Know your executives

The first step to managing multiple executives' calendars is to know them well. Learn their communication styles, work habits, and expectations. Do they prefer email, phone, or text? Do they like to have a lot of buffer time between meetings, or do they pack their days with back-to-back appointments? Do they need reminders, confirmations, or follow-ups? Do they have any recurring or personal events that should be blocked off? By understanding your executives' needs and preferences, you can tailor your service to each one and avoid misunderstandings or conflicts.

3 Plan ahead and anticipate changes

The third step to managing multiple executives' calendars is to plan ahead and anticipate changes. As an administrative assistant, you should be proactive and flexible when it comes to scheduling. You should review your executives' calendars regularly and look for potential issues or opportunities. For example, you may want to reschedule a meeting if you notice a conflict, a cancellation, or a gap. You may also want to suggest a meeting if you see a common availability or a relevant topic. You should also be prepared for unexpected changes, such as emergencies, delays, or cancellations. You should have a backup plan and communicate clearly with your executives and other parties involved.

5 Track and report

The fifth step to managing multiple executives' calendars is to track and report. As an administrative assistant, you should be able to keep track of the outcomes and feedback of the meetings and tasks you schedule. You should also be able to report your progress and performance to your executives and your supervisor. You should use tools and methods that help you organize, document, and analyze your data. For example, you may use spreadsheets, charts, or dashboards to record and visualize your data. You may also use surveys, feedback forms, or testimonials to collect and showcase your data. By tracking and reporting your data, you can demonstrate your value, improve your service, and identify areas for improvement.

6 Seek feedback and improvement

The sixth step to managing multiple executives' calendars is to seek feedback and improvement. As an administrative assistant, you should always strive to enhance your skills, knowledge, and service. You should ask for feedback from your executives, your supervisor, and your peers on a regular basis. You should also look for opportunities to learn new tools, techniques, or best practices that can help you manage multiple executives' calendars more effectively and efficiently. You should also set goals and measure your progress and achievements. By seeking feedback and improvement, you can provide exceptional service and grow as a professional.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?