Are you trying to manage your daily tasks more efficiently and ensure your executive team runs like a well-oiled machine?
We outlined the main functions of an EA, highlighting their duties and how they can make your day-to-day business activities smoother and more productive. We will also help you find the best EA that will fulfill this role’s potential.
Let’s dive in.
TL;DR The Most Important Function Of An EA
Pressed on time? Here’s a quick overview of the most important EA functions.
- Improves Productivity: Manages schedules and tasks so you can focus on big-picture goals.
- Keeps Things Running Smoothly: Handles admin work to make sure everything operates without a hitch.
- Facilitates Communication: Acts as a go-between to improve internal and external communication.
That’s the tip of the iceberg, now let’s discuss it in detail.
In-Depth Look At The Core Function Of An EA
An EA drives productivity and efficiency, serving as your primary support. Their core function involves a range of responsibilities:
1. Manage the executive’s calendar, scheduling and coordinating all meetings and appointments. They make sure that there are no conflicts and that the executive has ample time for travel, preparation, and critical engagements.
2. Take on tasks like filing, document preparation, and maintaining office supplies. They also manage expense reports, ensuring timely and accurate submission and reconciliation.
3. Facilitates clear and efficient information flow within the organization. This involves managing incoming and outgoing correspondence, including emails, phone calls, and other communications. They prioritize messages, draft responses, and ensure the executive is kept informed of important developments.
4. Set agendas, prepare necessary documents, and make sure that all logistical aspects are handled so you can focus on the meeting content itself. They also take minutes and follow up on action items to ensure accountability and progress.
5. Book flights and accommodations, arrange ground transportation, and create detailed itineraries. They make sure that your trips are seamless and stress-free.
6. Uses tools and frameworks like the Eisenhower Matrix to categorize tasks by urgency and importance.
Skills:
1. Organizational Skills: maintain detailed records and systems
2. Proactivity: anticipate the needs of the executive and address issues before they arise
3. Efficiency: handle multiple tasks simultaneously
4. Discretion: handle sensitive information with the utmost confidentiality
5. Communication Skills: manage email and call responses and coordinate with team members and stakeholders
What does this look like daily?
Daily Duties Every Executive Assistant Manages
To picture the day-to-day impact of an EA on your business, let’s dive into a detailed outline of their daily duties:
1. Organize the Calendar
An EA handles your calendar to help you stay on top of your commitments and make the most of your time. Your EA will schedule and coordinate all your meetings, prioritize engagements, avoid conflicts, and make sure there’s enough time for travel and preparation.
Skills Needed:
- Time management
- Attention to detail
- Prioritization
How To Develop The Skills
- EAs can master time management using the Pomodoro Technique and color-coding tasks in a calendar app.
- Review your calendar for conflicts and double-check times and dates to improve attention to detail.
- Categorize tasks with the Eisenhower Matrix to master setting priorities.
2. Tackle Emails
An EA handles your inbox by filtering out spam, prioritizing important messages, and responding on your behalf when appropriate. This allows you to focus on high-priority tasks without getting bogged down by a cluttered inbox.
Skills Needed:
- Email management
- Communication skills
- Organization
How To Develop The Skills
- Set up filters and folders to sort incoming messages efficiently to master email management.
- Practice concise and professional email writing to improve communication.
- Schedule regular times to review and process emails, making sure no important messages are overlooked to improve organizing activities.
3. Arrange Travel Plans
An EA arranges for seamless and stress-free trips. They handle all travel details, from booking flights and accommodations to organizing transportation and creating detailed itineraries. This helps you focus on your work and enjoy peace of mind, knowing every detail is taken care of.
Skills Needed:
- Travel coordination
- Attention to detail
- Problem-solving
How To Develop The Skills
- Familiarize booking platforms and travel apps to master travel coordination.
- Double-check all travel arrangements–flight times, hotel reservations, and transportation schedules to enhance attention to detail.
- Prepare for potential travel issues like delays or cancellations and have backup plans in place to improve problem-solving skills.
4. Prep for Meetings
An EA ensures you are always ready and productive. They organize agendas, gather necessary documents, and coordinate with participants to ensure everything runs smoothly. This allows you to focus on the content of the meeting, confident that all logistical details are handled.
Skills Needed:
- Organization
- Time management
- Communication
How To Develop The Skills
- Create checklists for meeting preparation and maintaining a well-organized filing system for important documents to improve organization.
- Set up reminders and deadlines for gathering materials and finalizing agendas to improve time management.
- Coordinate with meeting participants and confirming their attendance and contributions to strengthen communication skills.
5. Handle Documents
An EA handles your documents to keep all important files well-organized and easily accessible. They manage filing systems, prepare and review documents, and ensure confidentiality and accuracy.
Skills Needed:
- Document management
- Attention to detail
- Confidentiality
How To Develop The Skills
- Set up and maintain efficient filing systems, both physical and digital to master document management.
- Carefully reviewing documents for accuracy and completeness to improve attention to detail.
- Understand data privacy policies and use secure methods for storing and sharing sensitive information to improve confidentiality.
6. Be the Communication Hub
An EA coordinates internal and external communications, relays messages, and coordinates with team members and stakeholders. This central role keeps everyone informed and aligned, allowing you to focus on strategic goals without communication bottlenecks.
Skills Needed:
- Communication skills
- Interpersonal skills
- Multitasking
How To Develop The Skills
- Practice active listening and clear, concise writing to enhance communication skills.
- Build strong relationships with team members and stakeholders to improve interpersonal skills.
- Work with multiple communication channels and ensure timely responses to messages to strengthen multitasking abilities.
7. Keep the Office Stocked
An EA keeps the office stocked to make all supplies and resources readily available for smooth daily operations. They monitor inventory levels, order supplies, and manage vendor relationships.
Skills Needed:
- Inventory management
- Negotiation skills
- Organization
How To Develop The Skills
- Set up a tracking system to monitor supply levels and usage patterns to master inventory management.
- Learn bargaining techniques to secure the best deals with vendors to enhance negotiation skills.
- Maintain a detailed inventory list and schedule regular supply checks to prevent shortages and improve organization skills.
8. Manage Expense Reports
An EA manages expense reports to accurately record and organize all financial transactions. They track expenses, prepare and review reports, and ensure compliance with company policies. This meticulous handling of finances helps maintain budget control and provides clear financial insights.
Skills Needed:
- Financial management
- Attention to detail
- Analytical skills
How To Develop The Skills
- Master accounting software and understand financial policies to improve financial management.
- Carefully review all receipts and invoices for accuracy and completeness to improve attention to detail.
- Regularly analyze expense data to identify trends and opportunities for cost savings to improve analytical skills.
9. Coordinate Projects
An EA coordinates projects to meet task deadlines efficiently. They assist with planning, monitor progress, and keep team members on track by managing timelines and deliverables. This support allows you to oversee multiple projects without missing critical details and deadlines.
Skills Needed:
- Project management
- Multitasking
- Problem-solving
How To Develop The Skills
- Learn to use project management software like Trello or Asana to develop project management skills.
- Practice handling multiple tasks simultaneously and stay organized with to-do lists to improve multitasking skills .
- Analyze past challenges and develop strategies to address similar issues in the future and improve problem-solving skills.
10. Solve Problems
An EA solves problems to address issues quickly and effectively, keeping operations running smoothly. They handle unexpected challenges, find solutions, and make decisions to prevent disruptions. This proactive problem-solving allows you to stay focused on your business goals without getting sidetracked by daily issues.
Skills Needed:
- Critical thinking
- Decision-making
- Resourcefulness
How To Develop The Skills
- Practice analytical exercises and scenario planning to enhance critical thinking.
- Study effective decision-making processes and apply them to real-life situations to improve decision-making skills.
- Stay informed about available resources and creatively use them to solve problems efficiently to improve resourcefulness.
How To Find The Best EA For The Job
If you’re ready to hire an EA, we outlined time-tested steps to help you find the best executive assistants:
Step 1: Define Your Top Priorities
List the specific tasks and responsibilities you need your EA to handle. For example, if you need someone to manage your calendar and schedule, look for candidates with strong time management and organizational skills.
If handling responses to calls, mails, and emails is a priority, look for someone with excellent communication skills and attention to detail.
Step 2: Craft a Clear & Detailed Job Description
Write a comprehensive job description that outlines the duties, required skills, and qualifications. To attract candidates who are well-suited for the role.
Here are 3 ways you can create your job description:
- Formal Executive Assistant Job Description: sticks to the usual corporate standards and values and clearly outlines the responsibilities and skills required for the role. The description follows conventional standards where all duties and requirements are structured well and look professional.
- Creative Executive Assistant Job Description: reflects a positive work environment where creativity and fresh ideas are encouraged. This job description follows a less structured approach to daily tasks and challenges.
- Results-Oriented Executive Assistant Job Description: focuses on the expected outcomes of the role. It discusses responsibilities and skills with the results assistants need to achieve. The language used is clear and targeted, encouraging applications from highly motivated and goal-oriented professionals.
Step 3: Tap Into Trusted Resources
When looking for potential candidates, consider on-the-ground sourcing sites like Genius. We specialize in strict vetting processes to get you highly qualified and reliable candidates.
Step 4: Thoroughly Vet Each Candidate
Create a written or mental checklist of key points to look out for in resumes and cover letters to shortlist candidates who meet your criteria. Conduct phone or video interviews to get a better sense of how they communicate and if they fit the role as they said in the resume.
Step 5: Appraise Talent & Track Record
During interviews, ask candidates about their previous experience and how they handled specific tasks related to your needs. You can also give them practical tests or scenarios to see how they perform under pressure.
Step 6: Conduct Reference Checks
Always check references to verify the candidate’s work history and performance. Contact previous employers to give you valuable insights on how reliable they are.
Conclusion
Now you know how executive assistants can improve your business productivity. It’s time to jot down the tasks you need help with and match them with the skills listed above to create your first job ad.
If you want to get hiring right the first time, hire from Genius. We thoroughly vet candidates, based on your requirements. We shortlist the right candidates, you conduct free interviews, and you make a final pick. We take out the hassle of having to make sure they are who they said they were. Try our services today.
FAQs
1. What are the KPIs for an executive assistant?
Key Performance Indicators (KPIs) for an executive assistant include:
- Calendar management efficiency
- Task completion rate
- Communication effectiveness
- Travel coordination accuracy.
2. What will make an executive assistant stand out?
Standing out as an executive assistant involves exceptional organizational skills, strong communication abilities, and a proactive attitude. Being tech-savvy, maintaining discretion with confidential information, and demonstrating adaptability and professionalism in all interactions also contribute to distinguishing yourself.
3. What makes an EA effective in their job?
To be an effective executive assistant, they need to master time management and enhance communication skills. They also need to stay organized, be proactive in anticipating needs, develop technical proficiency with office software, maintain confidentiality, and build strong relationships with colleagues and stakeholders.
4. What is a SMART goal for an executive assistant?
A SMART goal for an executive assistant could be to organize and streamline the executive’s calendar to reduce scheduling conflicts by 50% within 3 months. This involves using calendar management software and conducting weekly reviews with the executive to ensure accuracy and efficiency.
