As an executive assistant, you’re the right-hand person executives depend on. You’re a master at admin tasks and a quick thinker, making you invaluable. But being the best EA you can be hard.
In this article, you’ll learn how to be a good executive assistant and discover which skills you should develop and refine to excel in your role. Plus, we’ll give you a checklist to streamline your responsibilities.
What Employers Expect From A Good Executive Assistant
Employers want executive assistants who are professional and can keep things confidential because they deal with private information. They also expect EAs to be organized to manage busy schedules and keep everything running smoothly.
Executive assistants should also be excellent communicators since they handle emails, calls, and meetings. Lastly, employers look for EAs who are adaptable and good at solving problems quickly. With this, they can take care of unexpected issues and changes easily.
We’re only getting started — next, we’ll dive deep into all the crucial details.
10 Must-Have Skills To Be An A+ Executive Assistant
Let’s explore 10 critical skills every EA needs. Pay special attention to development tactics, useful tools, and best practices to make the most out of it.
1. Communication Skills
Communication skills help you schedule, manage, and lead meetings clearly. It also enables you to avoid misunderstandings and strengthens teamwork. Plus, these skills are critical to representing the executives well in every internal or external interaction.
How to Develop This Skill
- Practice active listening. Summarize what you hear during meetings or conversations with colleagues. Then, ask clarifying questions.
- Watch communication skill videos on YouTube. TEDx Talks and Brian Tracy offer practical advice on improving verbal and non-verbal communication skills.
- Take Udemy or Coursera courses on business communication skills that include both theory and practical assignments.
Tools an EA Should Master
- Email platforms like Microsoft Outlook or Gmail to help you manage professional correspondence.
- Instant messaging apps like Slack or Microsoft Teams for quick, effective intra-office communication.
- Video conferencing tools like Zoom or Google Meet to arrange and conduct effective virtual meetings.
Best Practice
Role-play scenarios that mimic common workplace situations or challenges. Practice with a colleague and focus on negotiating, resolving conflicts, or pitching ideas.
2. Organizational Skills
These skills let you boost productivity and keep the business wheels turning smoothly. They guarantee that schedules are precise, projects stay on course, and information is accessible. Also, use these skills to handle logistics, prepare reports, manage complex calendars, and plan company events.
How to Develop This Skill
- Prioritize your tasks. Use the Eisenhower Box method to identify and rank your tasks based on urgency and importance.
- Set and review weekly goals. Allocate time each Monday to define clear objectives for the week. At the end of the week, evaluate what you accomplished and adjust your plans as necessary.
- Improve your filing system for digital and physical documents. Categorize them by type and relevance. You can use labels and color-coding for easy identification and regularly archive outdated files.
Tools an EA Should Master
- Calendar apps like Google Calendar to maintain and sync schedules seamlessly with your executive.
- Note-taking apps like Evernote to merge all your crucial information in one easily accessible location.
- Project management tools like Asana and Trello for clear task overviews and real-time status updates on projects.
Best Practice
Create a daily sorting ritual. Each morning, spend 10 minutes organizing your desk and files. This sets up your day for efficient task management. It also helps you find needed items quickly and stay on top of your workload.
3. Time Management
Time management skills effectively balance your workload and your executive’s schedule. These skills let you meet deadlines consistently, manage meetings, and keep projects on track. Additionally, you can handle unexpected tasks without disrupting the daily workflow.
How to Develop This Skill
- Use short, regular breaks to increase focus. Implement the Pomodoro Technique: work for 25 minutes, then take a 5-minute break
- Set deadlines for yourself, even for smaller tasks. This keeps you accountable and helps maintain a steady workflow.
- Plan your week in advance. Outline major tasks and meetings to visualize your workload and manage your time better.
Tools an EA Should Master
- Time tracking apps like Toggl or TrackingTime to monitor how long tasks take and optimize your schedule.
- Task management tools like Microsoft To Do or Todoist to organize daily tasks and set reminders for deadlines.
- Workflow automation platforms like Expensify or ChatGPT streamline your repetitive tasks and save time on manual processes.
Best Practice
Schedule a weekly review session. Every Friday, take 30 minutes to assess what tasks you completed and what’s pending. Use this to refine your planning for the next week to guarantee better time management and productivity.
4. Confidentiality
Since you often handle sensitive information, practicing confidentiality is key. When you master this skill, you can protect the company’s integrity. This also builds trust with executives and colleagues.
How to Develop This Skill
- Practice discretion in conversations. Avoid discussing sensitive details in open or public spaces, and always be mindful of who is listening.
- Understand the scope of confidentiality. Learn what information at your company is considered confidential and why it must be protected.
- Use secure methods for sharing information. Opt for encrypted emails or secure file-sharing services when sending confidential data.
Tools an EA Should Master
- VPN services like NordVPN or ExpressVPN to safeguard internet connections. These also guarantee that online activities remain private and protected from unauthorized access.
- Document management systems like DocuWare or Dropbox to control access and manage sensitive files securely.
- Encrypted communication platforms like Wickr or ProtonMail for secure, private messaging and email when dealing with sensitive information.
Best Practice
Set up a mock confidential task with a colleague. Pretend to exchange sensitive documents and communications. Then, review each other’s handling procedures for security gaps and improvements.
5. Problem Solving
With strong problem-solving skills, you can address minor hiccups and major obstacles promptly. These help you navigate last-minute changes or solve technical issues before they escalate. Use these skills to also resolve conflicts between employees or find alternatives to problems.
How to Develop This Skill
- Analyze past problems to learn from them. Review what went wrong and how it got resolved to better prepare for future issues.
- Continuously learn new skills that can aid problem-solving. Use Udemy to find short online courses on topics like crisis management.
- Encourage feedback on your problem-solving efforts. Ask colleagues or your executive for input on how you handled certain situations.
Tools an EA Should Master
- Mind mapping tools like MindMeister to break down complex problems into simpler, actionable parts.
- Collaboration platforms like Google Chat for quick problem-solving discussions and decision-making with teams.
- Decision-making software like 1000minds and Cloverpop to analyze and determine the best solutions based on given criteria.
Best Practice
Organize a monthly or quarterly problem-solving workshop. Invite a different department to each session. Present a common workplace or departmental challenge and collaboratively brainstorm solutions.
6. Technological Proficiency
Technological proficiency increases your efficiency in a fast-paced environment. With this skill, you can navigate various software with ease. Plus, being tech-savvy lets you troubleshoot minor IT issues to keep the office running smoothly.
How to Develop This Skill
- Practice regularly. Use new tools in your daily tasks to become comfortable and efficient with them.
- Seek help from IT. Ask for guidance when exploring new technologies or encountering technical issues.
- Obtain certifications like the Technology Applications Specialty Certificate to master new systems.
Tools an EA Should Master
- Online teaching platforms like Udemy have quick courses to boost your tech game.
- Graphic design software like Canva to improve your basic graphic design skills.
- Advanced spreadsheet programs like Microsoft Excel for data management, reporting, and automation tasks.
Best Practice
Host a weekly or monthly “tech swap” session for you and your colleagues. Share insights and experiences with different technologies you’re each using. In each session, learn and teach a new tool to promote continuous learning.
7. Adaptability
Adaptability skills let you handle sudden changes in plans or emergencies without missing a beat. Use this skill to manage shifting schedules and meet unexpected client needs. Being adaptive helps you switch between tasks efficiently and stay calm under pressure.
How to Develop This Skill
- Adjust your daily routine periodically. Try starting your day with different tasks or altering your schedule to become more flexible.
- Set aside time for regular self-evaluation. Consider how you handled recent changes and identify any potential improvements.
- Volunteer for new projects outside your typical responsibilities. For instance, offer to assist in the marketing team’s new social media campaign to learn the tools they use.
Tools an EA Should Master
- Digital whiteboards like Miro or Stormboard to share ideas and collaborate in real-time with team members.
- Dynamic task managers like ClickUp or Airtable for rapid reorganization of tasks based on changing needs.
- Document collaboration tools like Google Drive for seamless sharing of files from anywhere.
Best Practice
Organize a monthly “adaptability hour” where you get a colleague to give you a surprise task or project without prior preparation. Then, within an hour or less, you should complete the task.
8. Attention to Detail
Attention to detail helps you guarantee accuracy and prevent mistakes. With this, you can manage calendars, prepare reports, and handle correspondence without errors.
How to Develop This Skill
- Use visual aids like flow charts when planning events or projects to visualize each step and its requirements.
- Schedule monthly audits. Review and update your filing systems and database to make sure all your information is accurate.
- Create checklists for repetitive tasks to standardize processes and reduce the chance of skipping steps.
Tools an EA Should Master
- Proofreading software like Grammarly or Hemingway to make sure all your written communications are clear, concise, and error-free.
- Collaboration platforms like Confluence to maintain detailed project documentation and team communication.
- Document comparison tools like Workshare Compare and DiffChecker to spot differences and changes between document versions.
Best Practice
Create detailed checklists for various tasks. Then, have a team member review and rate your thoroughness and accuracy in completion.
9. Interpersonal Skills
Interpersonal skills ensure smooth coordination daily across departments and external partners. These will help you manage client relationships and create a positive work environment. Plus, interpersonal skills enable you to represent your executive with the highest professionalism.
How to Develop This Skill
- Cultivate empathy and try to understand colleagues’ perspectives. Actively listen to their experience and feelings without judgment. You should also ask open-ended questions to delve deeper into their viewpoints.
- Participate in public speaking clubs to improve your verbal communication skills. Use Toastmasters to find one near you or ones that accept virtual members.
- Observe and emulate respected leaders. Watch your executives or videos of famous leaders on YouTube. Note how they handle communication and socialize with others. Then, apply similar practices to your interactions.
Tools an EA Should Master
- Feedback tools like 15Five to regularly exchange feedback with supervisors and peers.
- E-learning platforms like edX and Coursera have interpersonal skills courses available to develop your communication skills.
- Online networking platforms like LinkedIn to build and maintain your professional relationships.
Best Practice
Organize monthly coffee chats to exchange feedback with colleagues on work interactions. This blend of casual and professional dialogue fosters open communication.
10. Initiative
With this skill, you proactively support your executive and preemptively solve potential issues. When you have strong initiative, you can take the lead on projects and streamline processes. Plus, you can enhance office efficiency without direct oversight.
How to Develop This Skill
- Set personal milestones beyond your regular duties. This helps you challenge yourself and grow your capabilities.
- Build strong relationships across the organization. This makes it easier to obtain information, facilitate information flow, and get support when you need to act independently.
- Keep a journal of ideas and potential improvements that can be presented to your executive or team.
Tools an EA Should Master
- Resource allocation tools like Resource Guru help manage and allocate resources efficiently. This showcases foresight and proactive planning in projects.
- Personal productivity apps like Forest to keep you focused on tasks and minimize distractions. This can free up your time and enable you to take initiative on more important projects.
- Dynamic scheduling software like Shiftboard to manage shifts and schedules. This demonstrates adaptability and leadership in resource management.
Best Practice
Do this monthly or quarterly: Identify a potential improvement or new tool to improve office efficiency. Then, prepare a concise presentation and discuss the proposal with your executive. Seek feedback to refine and implement the idea.
The Must-Do Daily Checklist for Top-Performing EAs
Next, we’ll explore the must-do daily checklist for top-performing EAs. Keep an eye out for key routines that’ll boost your efficiency and effectiveness.
1. Sort & Respond to Emails: Organize the inbox, prioritize urgent emails, and respond with clear, concise messages to start the day.
2. Manage the Calendar: Review the executive’s schedule and confirm all appointments. Plus, prepare materials needed for each meeting. You should also manage future events and set reminders.
3. Prepare & Review Documents: Make sure to prepare and review all documents for today’s meetings or presentations.
4. Prioritize Tasks: List your daily tasks, rank them by deadline and importance, and allocate specific times to tackle each one.
5. Secure Confidential Information: Handle all sensitive information with the utmost discretion. Make sure it’s securely stored and only shared with authorized individuals.
6. Solve Problems as They Arise: Address unexpected issues with quick thinking and resourcefulness to find effective solutions.
7. Check & Update Technology: Keep all your digital tools up to date and functioning smoothly. This includes performing software updates and troubleshooting as needed.
8. Adjust Plans Flexibly: Remain flexible and adjust schedules as new priorities emerge. Make sure there’s a smooth workflow without neglecting other responsibilities.
9. Build & Maintain Professional Relationships: Engage with colleagues and stakeholders regularly to maintain strong professional relationships.
10. Reflect and Prep for Tomorrow: Review completed tasks, note any pending items, and organize the to-do list for the next day.
Here’s a downloadable checklist to guide you:
Conclusion
The journey of how to be a good executive assistant involves more than just doing tasks with a smile. It demands innovation, precision, and adaptability. So analyze areas where you can improve and introduce new efficiencies.
Ready to take on a client? Choose Genius. We serve diverse industries, offering you the perfect platform to apply your skills and help businesses thrive. Join us now to work with top-tier companies.
FAQs
What are some effective ways for EAs to handle stress?
The most effective ways to handle stress as an EA include:
- Define work hours and personal time to prevent burnout.
- Incorporate physical activity into your routine to boost endorphins.
- Speak openly with your executive about workload and expectations.
- Engage in meditation, deep breathing exercises, or yoga to reduce anxiety.
How can executive assistants stay up-to-date with industry trends?
To stay updated with industry trends, subscribe to relevant trade magazines and newsletters. You should also attend webinars or conferences to get insights into evolving practices and tech.
What are the common mistakes new EAs make and how to avoid them?
Common mistakes new EAs make include:
- Overcommitting
- Mismanaging time
- Poor communication
To avoid these, learn effective time management strategies. Also, set realistic expectations and practice clear communication with your executive and team.
How can executive assistants handle difficult conversations at work?
To handle difficult conversations at work, do the following:
- Stay calm
- Actively listen
- Address issues directly yet respectfully
You should also prepare key points and seek mutually beneficial solutions during the discussion.
