As an administrative assistant, you may have to support multiple executives at the same time. This can be challenging, especially if they have different work styles, preferences, and priorities. How can you stay organized and efficient when supporting multiple executives? Here are some tips to help you manage your tasks and expectations.
One of the first steps to supporting multiple executives is to set clear boundaries and expectations with them. You need to communicate your availability, workload, and turnaround time for each request. You also need to understand their goals, preferences, and communication styles. This will help you prioritize your tasks, avoid conflicts, and meet their needs. You can use a shared calendar, a project management tool, or a status report to keep them updated on your progress and challenges.
I’ve found that shared calendars work the best for me, especially if juggling multiple executives. This can help with scheduling meetings, seeing one or multiple at a time, etc. Also, to go along with setting clear expectations and boundaries, it’s okay to ask questions especially asking your executive (or each one) how they would like to receive communication about a certain topic, meetings, urgent matters, etc. Knowing how they would like to receive communication can not only help you prioritize and meet needs, but build a great relationship as well.
I once worked for three board members and I managed to get them once a month all together at one table in order to harmonize all our projects, demands and expectations. It was a win for them and for me.
I found that getting to know the business and the main activities that the managers do will help you prioritize and be more independent on taking decisions in their calendars. Alignment in the early stages of projects and expectations are key to becoming more pragmatic in changing meetings or organizing them.
An executive assistant is more than a scheduler; Beyond managing calendars and tasks, they are confidants, strategists, and problem-solvers. They anticipate needs, navigate complexities, and maintain discretion with sensitive information. They're gatekeepers of time, filtering distractions, and extending support into personal matters. Additionally, a skilled EA builds relationships with coworkers, fostering a positive workplace culture and enhancing collaboration. Their role is not just transactional; they're trusted allies, indispensable in driving success and maintaining balance in the executive's life.
One of the most important aspects of supporting multiple executives is communication. If you don't have it, you'll be lost. My recommendation is to set a weekly status meeting with each, no more than 30 minutes, to go over the previous week and set goals and expectations for the upcoming week. Reviewing calendar items, operational concerns, travel itineraries, and any major upcoming deadlines will help with keeping track of each individual, and can assist with developing and maintaining a comfortable culture within the Executive Team.
Another key to staying organized and efficient is to use a system to manage your tasks and documents. You can use a tool like Outlook, Google Workspace, or Asana to create and track your to-do lists, deadlines, and reminders. You can also use folders, labels, and tags to organize your emails, files, and notes. You can create separate folders for each executive, project, or category. You can also use color-coding, filters, and search functions to find what you need quickly and easily.
Giving access to calendars is the key of success obviously, but there are many other fantastic tools how to collaborate with your manager such as OneNote, Microsoft Planner, I use Trello a lot. I’ve also heard people using Kanban boards, such as Miro or Mural as they can be very powerful tools.
Creating folders is very helpful for document organization. It’s also a good option to use Microsoft Planner or user friendly planning tool to organize tasks, to-do lists, or things for your executive.
Having a workable system in place is key. When supporting several C-suite Executives in the demanding Casino Industry, I would automate as much as I could. Then I would color coordinate folders, notebooks, etc. so that I could file in such a way that made sense to me, but the color coordination allowed me to pull information related to each Executive quickly. Last, but not least, plan out your time to work on each Executive's tasks regularly to prevent falling behind. Should one person's project become a priority, make sure to let the other person know what has changed in your workload.
I my humble experience a way to organize tasks and document is by deadlines or priorities. Always have a calendar at hand and use it with bullets of 2 or 3 words that’s reminds you the task to be done. If the task is difficult vs a regular one but the regular one is larger, do the difficult one first, because if you are tight of time the regular or commonly to do, you can finish it more easily at the end. If you left the difficult one for last, you are not going to finish it or is not going to be well executed.
I’m a visual learner, so color coding is my thing. It helps me in prioritizing and keeping the day running smoothly. From paper to electronic, it’s the system that works best for me.
Sometimes, you may have more tasks than you can handle. In that case, you can delegate and outsource some of them to other team members or external services. You can ask for help from other administrative assistants, interns, or freelancers. You can also use tools like Zapier, Fiverr, or Upwork to automate or outsource some of your repetitive or low-priority tasks. This will free up some of your time and energy for the more important and complex tasks.
Delegation is sometimes hard for people to do, however, it is necessary for everyone to be successful. It’s important to know that delegating can be a great leadership tool. It does mean “less” or “I can’t do anything”. It simply means us at humans truly can’t do EVERYTHING. And that’s okay. It will also in fact free up your time to do the more pressing tasks.
Delegate and elevate when able. By delegating to willing peers, you not only have the potential to increase your productivity and efficiency, you have the opportunity to elevate their skills and experience. Just be careful to provide enough of a foundation for them to stand on before delegation; remember, you are accountable for your workload, regardless if you are the one responsible for the task or not.
In my experience, I’ve honestly struggled with delegation and outsourcing. As someone in a support role, I often have tasks that are delegated to me. For me to then delegate it to someone else seemed counterproductive to me. One thing that has helped me with this is partnering with my executive to help facilitate the delegation so it didn’t seem like I was “managing-up”. This opened the door to more communication around what tasks I could delegate and I became more comfortable with the idea of it.
To gain collaboration on your workload is to adhere the contrite indifference of social-being into social control. The only way to prosper is to gain. Organisation.
Leadership skills talk, absolutely delegating is very important. While you can actually gain time, in my case delegating to AI is actually working.
Supporting multiple executives can be demanding and stressful. You may have to deal with urgent requests, interruptions, and changes. That's why you need to schedule some time for yourself and your own projects. You can block some time on your calendar for your personal and professional development, such as learning a new skill, taking a course, or reading a book. You can also set some time for your self-care, such as taking a break, meditating, or exercising. This will help you recharge your batteries, improve your skills, and boost your morale.
One thing I’ve found helpful is blocking out your lunch breaks. Seems silly, but it’s very helpful to have that on your calendar so you aren’t working through it on accident or scheduling meetings during that time if they aren’t necessary.
I utilize my Mobile Notes to create a "Tomorrow list" the night before, outlining bulleted Action items for follow-up. Cynthia made a valid point, and I'll consider her input. ????
Always make time for your tasks at hand. Whether it's through blocks of time in your calendar, DND on the phones and chat, or simply closing your collaboration and communication apps, it's critical to make it happen. Your executives will understand, and if they truly value you and your time, they will also encourage it!
I have found that creating a "Today List" (list of priorities for the day) and a "To-do" list (list of items that need to be addressed but of less priority) is beneficial in keeping yourself focused and not become overwhelmed with the multiple tasks associated with supporting multiple C-level executives.
Over the years I have learned to be clear about my To Do List and my priorities. Working as an EA means working behind closed doors most of the time. The work we do seems to be invisible - until it does not work. But the goal is to keep the system running, smooth and without any interruptions. Which means that most of the time, we are able to manage the priorities of our projects and To Do List - but sometimes we need feedback. We need to communicate clearly what we have on our plate so our execs know the impact of last minute requests. I have learned that it helps a lot to say: "Ok, I hear you. I can do this for you, but it means that xyz will take longer. Is that ok for you or do we need to find another solution." Make your work visible.
Finally, you need to seek feedback and recognition for your work. You need to know how you are performing, what you are doing well, and what you can improve. You can ask for regular feedback from your executives, peers, and managers. You can also share your achievements, challenges, and suggestions with them. You can use tools like 360-degree feedback, performance reviews, or employee surveys to get and give feedback. You can also look for opportunities to get recognition, such as awards, bonuses, or promotions. This will help you grow your career, increase your motivation, and build your reputation.
Positive feedback can help grow your motivation and build your reputation, however, it’s the constructive criticism and feedback that really allows you to learn and grow in your position. Always asking for feedback or ways you can improve can definitely help!
Il faut surtout apprendre a faire une difference entre un simple merci de courtoisie et une vrai expression de sa gratitude envers un collègue. Les deux veulent dire la meme chose mais ne sont pas per?u de la meme fa?on. On sous-etime largement les bienfaits de dire et de recevoir un merci. Exprimer sa reconnaissance tous les jours est un très bonne exercice pour sa santé mentale!
Feedback is always good as it helps you improve as an individual hence, it is always good to ask for feedback on your deliveries from colleagues and sometimes from your bosses as this will help you provide the best assistance to them.
Having regular check-ins play a crucial role in preventing oversight of important matters and managing expectations. Through open communication, I ensure that I am aligned with their expectations and that my efforts are consistently meeting their needs. Actively seeking feedback during these check-ins further reinforces a collaborative working relationship, allowing for continuous improvement and refinement in the support provided.
Improvement always comes with feedback. Open to feedback and you'll do wonders at work. Use various tools for feedback and surveys. This will improve your working quality and it follows with recognition and promotions.
1. Anticipate Multiple Scenarios: - Think several steps ahead and prepare for various scenarios that may arise in your role. This proactive thinking can help you stay ahead of potential issues and ensure smoother operations. 2. Prioritize for Greater Impact: - When faced with multiple commands or tasks simultaneously, assess them in terms of their impact on the greater good. Prioritize tasks that align with overarching goals and objectives, even if it means temporarily deprioritizing others. 3. Swift Action and Iteration: - Act promptly based on your judgment and the prioritization made in step 2. - Be open to tweaking your approach as you go along. Adapt to changing circumstances and feedback to optimize your support.
Supporting multiple executives can be a complex and multifaceted role. One key aspect is understanding the unique priorities and preferences of each executive you work with. By taking the time to familiarize yourself with their individual needs, you can better anticipate their requirements and proactively address them. Another important strategy is to anticipate the needs of each executive ahead of time. By staying one step ahead you can prevent last-minute rushes and ensure that everything is prepared when it is needed. It is essential to be flexible in your plans. By demonstrating your flexibility, you will showcase your versatility and resourcefulness, which are highly valued traits in this role.
Three things instantly come to mind: *Digital Tools: "I stay organized by leveraging digital tools like MS Office, Notion, & Trello. These help me manage calendars, coordinate schedules, & track projects, ensuring I keep up with each executive's priorities." *Prioritization: "Prioritizing tasks based on urgency & importance is crucial. I regularly reassess & delegate tasks, which helps manage workloads effectively,I achieved at Interdigital, Inc." *Crystal Clear Communication: "Proactive communication is key. Maintaining open communication with executives has helped me anticipate needs & address issues swiftly, ensuring administrative tasks are managed efficiently."
I would like to contribute the fact that your own mental health needs to always be considered and made #1 in all platforms, calendars and goals.
Supporting multiple executives can be a challenging but rewarding role. To stay organized and efficient you'll need to develop strong organizational and time management skills. Some of my tips are understanding the priorities and preferences of each executive, anticipate the needs of each executive to avoid last-minute rushes and being flexible and ready to adjust your plans when priorities change.