So, the next questions are Who will you be assisting and How are you expected to assist?
In our line of work, these questions are important. When you're hired as an EA or whatever the position is called, make sure that you get these questions answered as soon as possible - so you'll know what's expected of you from Day 1. You can't be running blind, not knowing what you're supposed to do.
Whatever the Job Description says, your job is really to worry about the things that your Executive has no time and patience to worry about. We give leaders back their time. If you're a natural worrier who likes solving problems and a super multi-tasker, you're off to a good start!
I'm an Executive Assistant working for one of the largest BPO company in the world. This is my job description, in a nutshell. (This is what's in my LinkedIn profile anyway.)
- Assists the Executive in his day to day tasks
- Coordinates meetings and manages the Executive's calendar
- Reviews documents and requests requiring the Executive's approval and signature
- Manages the Executive's personal and business files
- Arranges for the Executive's personal and business travel requirements
- Manages the Executive Office and ensures the Executive Team gets adequate Administrative support
- Monitors compliance and implementation of Executive's directives
- Recommends and implements improvements in work processes to increase efficiency
- Addresses routine and complex inquiries from other departments and external customers
- Handles Executive Office Events
- Special Projects
For the benefit of new EAs looking for guidance, we'll discuss these tasks briefly.
There may be variations to how an EA is expected to do this. This only means that before you have your boss approve something or sign documents, review it first and make sure everything's in order.
Once you think you're done, create a travel kit containing travel tickets, passport, printouts of hotel confirmations, etc. and give it to your boss, explaining what's in the kit.
A word of caution... make sure it's really important to them and not just to you - and don't bother your boss with things you can fix yourself.
This is not part our JD, but this is my point of view... You are in a position where you have a 360 degree view of the whole picture - from the top to the ground. You will see areas of improvement and you are so close to the decision makers that you will be able to bring it to their attention. Why not make improvements when and where you can? What's the point of being way up there when you don't make a difference? Not everything you bring to your boss will be listened to, but some will get through and some is better than nothing :)
As EAs, you will be dealing with clients and vendors and liaise with external parties in behalf of your boss and your organization. Since you are the gatekeeper, you will receive many inquiries and requests for clarity. Know the company and your boss's business well.
.jpg)
You will sometimes be required to arrange for events and activities initiated by your boss. Offsites, Conferences, Client Visits... during these events, you will handle coordination and logistics. Even if it's a fun activity, it's still work - but at least it's in a different setting and you'll get to visit nice locations. Its one of the perks.
Anything not defined above is a special project. :) You can also volunteer to take on a project of your own when the work starts to bore you... it happens.. As mentioned, you're in a unique position where you will see many things within the organization which can be improved. Why not flex those muscles a little and make a difference? Pitch it to your boss and maybe he'll approve of it.
There are tasks that your boss can only entrust to you. Those fall in this category too.
Whatever the Job Description says, your job is really to worry about the things that your Executive has no time and patience to worry about. We give leaders back their time. If you're a natural worrier who likes solving problems and a super multi-tasker, you're off to a good start!
I'm an Executive Assistant working for one of the largest BPO company in the world. This is my job description, in a nutshell. (This is what's in my LinkedIn profile anyway.)
- Assists the Executive in his day to day tasks
- Coordinates meetings and manages the Executive's calendar
- Reviews documents and requests requiring the Executive's approval and signature
- Manages the Executive's personal and business files
- Arranges for the Executive's personal and business travel requirements
- Manages the Executive Office and ensures the Executive Team gets adequate Administrative support
- Monitors compliance and implementation of Executive's directives
- Recommends and implements improvements in work processes to increase efficiency
- Addresses routine and complex inquiries from other departments and external customers
- Handles Executive Office Events
- Special Projects
For the benefit of new EAs looking for guidance, we'll discuss these tasks briefly.
Assists the Executive in his/her day to day tasks
This means that you are going to help your busy Executive go through everything he/she needs to do for the day. This is your main JD. Everything else falls under this. Your workload depends on your boss's workload. That's how life is going to be from now on. You are there to help your boss be more efficient, more organized, feel less harassed and prepared to meet the expectations of the organization. You will give your boss the gift of Time.
Coordinates meetings and manages the Executive's calendar
You will be handling your boss's calendar. You'll have visibility and should make sure that he/she is not overworked! Everyone will want 10 minutes with your boss, really. Good thing you're there, like a gatekeeper, or else your boss will not have time to do anything else but shake hands and kiss babies. You assess which meetings are really required and keep unnecessaries as far away as possible. You also need to remind your boss about their schedules, so they can plan their day accordingly. To summarize, you make your boss's day manageable. See what happens when they setup meetings on their own. Funny. :) You are also tasked to prepare the meeting room and make sure that all attendees required are present.
Reviews documents and requests requiring the Executive's approval and signature
There may be variations to how an EA is expected to do this. This only means that before you have your boss approve something or sign documents, review it first and make sure everything's in order.
Manages the Executive's personal and business files
Managing files should be easy for any EA. This is basic. If you think that a document or file will be needed someday, file it. This is part of your arsenal - that you can pull up information whenever it's needed. These files may include your boss's business and personal documents - depending on what they entrust you with. If you're given sensitive information like log-in and credit card details, guard it with your life! Your files should be locked away - and if it's in your mobile phone, keep it encrypted with a password.
Arranges for the Executive's personal and business travel requirements
Executives travel frequently. You need to arrange or coordinate their travel requirements which will include tickets, accommodation and transport. Here's a list of questions that can guide you when arranging your boss's trip:
Airline Booking: (I'm assuming you already know the destination and travel dates)
What time do they prefer to travel?
Do they have a preferred airline?
Do they have a Frequent Flyer Number which needs to be added to the booking?
Do they prefer a Window or Aisle seat?
If they're dining on board, what's their meal preference?
Hotel Booking:
How many days stay?
Smoking or Non-Smoking? (This is so important if your boss smokes!)
Double or King Bed?
Does the room rate include breakfast? Wi-Fi?
Is there a need for early check-in? If yes, negotiate with the hotel and see if they can accommodate without extra cost. If not, tell your boss it will cost an extra night. Travel times might need to be changed if the extra cost is not acceptable.
Transportation:
For their airport transfers, do they want a hotel car or a rental? Sedan or SUV?
Once you think you're done, create a travel kit containing travel tickets, passport, printouts of hotel confirmations, etc. and give it to your boss, explaining what's in the kit.
I say "think" because however I try to prepare for my boss's travel, I often miss something... FF number, smoking room preference.... and I don't even do the bookings myself since we have a traveldesk! My poor boss sometimes had to wait for a hotel to change his room. Even if you didn't do the booking, if you fail to coordinate properly and exactly and something is missed - you are to blame. Accept it, say you're sorry! Put it on your checklist and hope that you don't forget it again next time :)
Manages the Executive Office and ensures the Executive Team gets adequate Administrative support
Some EAs are not Personal Assistants and belong to a pool where they assist several Executives. I manage such a team and we have an Executive Office. How should you manage? Again, it depends. Anything and everything that the Executive Office needs to run smoothly - is your responsibility.If you're responsible for a group of EAs, then you should monitor if all the administrative requirements of all executives under your jurisdiction are covered by your team. If you're not handling a team, then it's just your boss and his/her direct reports. Managing fellow EAs has it's up and down side. Your area of responsibility quadruples since the concern of their executives is your concern too. On the other hand, your team can back you up when you are indisposed - in my mind, that's more than enough to make up for the down side.
Monitors compliance and implementation of Executive's directives
You are the eyes and ears of your Executive. You have to realize that your boss is oftentimes looking at the big picture. They don't have a view of the ground, like you do. As you work with them, you get to know how they want things done - their values and principles. You know their directives and instructions. If they are not being implemented and something is happening that you know your boss won't approve of, you should bring it to his/her attention. They will decide if it's important or not.
A word of caution... make sure it's really important to them and not just to you - and don't bother your boss with things you can fix yourself.
Recommends and implements improvements in work processes, to increase efficiency
Addresses routine and complex inquiries from other departments and external customers
As EAs, you will be dealing with clients and vendors and liaise with external parties in behalf of your boss and your organization. Since you are the gatekeeper, you will receive many inquiries and requests for clarity. Know the company and your boss's business well.
Handles Executive Office Events
You will sometimes be required to arrange for events and activities initiated by your boss. Offsites, Conferences, Client Visits... during these events, you will handle coordination and logistics. Even if it's a fun activity, it's still work - but at least it's in a different setting and you'll get to visit nice locations. Its one of the perks.
Special Projects
Anything not defined above is a special project. :) You can also volunteer to take on a project of your own when the work starts to bore you... it happens.. As mentioned, you're in a unique position where you will see many things within the organization which can be improved. Why not flex those muscles a little and make a difference? Pitch it to your boss and maybe he'll approve of it.
There are tasks that your boss can only entrust to you. Those fall in this category too.
* * * *
So.. what do you think of the Executive Assistant's JD? Sounds easy right? The task is easy. You do it every single day and in time, you can do it in your sleep. If that's the case then why am I saying that it's a challenging job? Here's the catch.
- Some EAs have too many things that are dependent on them.... This means, even when you're in the middle of an island soaking up the sun - your smartphone is right there with you getting a tan. You can't disconnect.
- You need to be always available, in body and in spirit. It's not like a regular job where you can forget about work when you go home.
- You need to have the patience and maturity to deal with people and situations that can make any person want to tear off their hair in frustration or cry. (Never cry in front of the bosses, ok?)
- You need to get along with your boss or work will be a living hell.
- It's a thankless job. Don't expect verbal praises and appreciation and all that.You get to a point where everyone's so used to what you're doing that it just becomes part of the scenery.
If you don't mind these things, and you like and respect your boss, then everything will be alright. Let time and experience hone you to your full potential.
Related Article: Executive Assistant: Can You Handle This?