Every office has a set of specific policies and procedures to maintain order and consistency within the organisation. A policy is a guiding principle used to set direction in an organisation, while a procedure is a set of instructions used to implement organisational policies into action. Together they establish some ground rules for working in the organisation. This not only helps employees with day-to-day tasks, but it can also aid new hires when they get started and the established employees too when they need to check on administrative matters.

Executive assistants are similar to administrative assistants or secretaries in that they all support someone else’s work— usually an executive—by handling or supervising office duties. The difference is that an executive assistant is specifically a senior office staff member assigned to a top executive. He or she performs various office management duties, provide clerical support and often handles tasks that have a direct effect on the success of the business.

The secretary of those old days of the past had been the carbon copy but are now replaced by the executive assistant, typically reserved for senior management. Technologies like e-mail, voice mail, mobile devices, and online calendars have allowed managers at all levels to operate with a greater degree of self-sufficiency. At the same time, companies have faced enormous pressure to cut costs, reduce head count, and flatten organizational structures. As a result, the numbers of assistants at lower corporate levels have dwindled in most corporations.

However, at very senior levels, the return on investment from a skilled executive assistant can be substantial. They ensure that meetings begin on time with preparatory material delivered in advance. They optimize travel schedules and enable remote decision-making, keeping projects on track. And they filter the distractions that can turn a manager into a reactive type who spends all day answering e-mail instead of a leader who proactively sets the organization’s agenda. They often conduct research and prepare reports that influence the organisation’s policy. These responsibilities mean that executive assistants must thoroughly understand their employer’s work. As a result, these workers also can act as a liaison between the executive and the rest of the clerical staff.

An executive assistant’s role is also that of a ‘gatekeeper’. They control what phone calls go through to the executive, as well as what meetings are scheduled, rescheduled, or cancelled. In some companies, executive assistants may need to supervise the work of other administrative assistants and coordinate tasks. In such situations, they often work closely with those administrative assistants to complete certain tasks that require collaboration.

Depending on the structure and size of the company, an executive assistant may have one or more assistants of their own to help with the workload. The executive assistant is usually responsible for managing their tasks, and delegating assignments to them as required. Because they have the most comprehensive understanding of the needs of the executive and the operation of the clerical staff, executive assistants may often train incoming administrative assistants.

Executive Assistant: Career Pathway

• Executive Assistant
• Administrative Services Manager
• Chief Administrative Officer/Chief of Staff

Executive assistants typically work in an office setting and interact with visitors, callers, and other executives in addition to their own bosses. So, work can be fast-paced and demanding, requiring them to do the following tasks:

• Act as the point of contact among executives, employees, clients and other external partners.
• Manage information flow to the supervisor and from the supervisor to others in a timely and accurate manner.
• Schedule appointments, and maintain and update supervisors’ daily calendar.
• Coordinate travel arrangements, prepare itineraries, plan logistics, and prepare weekly, monthly or quarterly reports as needed.
• Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly.
• Manage complex office administrative work requiring use of independent judgment and initiative.
• Maintain confidentiality of highly sensitive information.

The Competencies Needed by an Executive Assistant

Providing the right support at the right time to the senior executive to whom the executive assistant is assigned, requires the following competencies:

• Excellent verbal and written communications skills.
• Well-developed organisational skills.
• Outstanding time management skills.
• Familiarity with office gadgets and applications.
• Ability to use discretion and maintain confidentiality.
• Ability to prioritize multiple tasks seamlessly.
• Strong attention to detail.
• Proficiency in end-user computing.
• Speed and accuracy in typing.