Are You Making the Most of Your Executive Assistant?
A true EA is capable for a whole plethora of things some executives may not even be aware of! We specialise in support and have the experience to back it up. Are you or the authors in your business making the most of your EA’s?
The Power of an Executive Assistant
Many successful Executives intimitey understand the powerful role their EA plays in their business. Apart from having exemplorary administration skills, they also act as gatekeepers, negotiators and allies, all while taking care of intricacies so you can focus on the more important aspects of your job. But they have the potential to be much more, especially if you view them as a business partner, not just as assistant.
'Standard' EA Tasks
Invoice Processing and requisitioning
Frontline communication (phones, email, etc)
Organise office catering and special internal and external events
Meeting management (sending out agendas, set up, taking minutes, and tracking actions and outcomes)
Print and copy jobs
Digital and hard copy filing
Front desk/switchboard backup and/or coverage
Sort and deliver mail
There are a number of other innovative ways your EA can help your business...
UTILISE THEIR STRATEGIC POSITION
They come into contact with a wide variety of staff on a daily basis and as such, are privy to all sorts of perspectives, opinions and concerns. Take advantage of this knowledge by involving them in strategy discussions.
If you can’t make it to an important meeting, your upskilled EA can fill in. Meet with them prior to ensure they have all they need to succeed i.e. an overview of the meeting, actions items they need to present, questions to ask etc.
Need some ‘eyes on the ground’ while you’re presenting to see who’s buying in (or checking out)? Ask your EA to keep a watch on participants’ non-verbal behaviour and report back.
LET THEM FILL-IN AS THE FACE OF THE COMPANY
DRAW ON THEIR WIDE SKILL BASE
Here are some things to consider asking your EA to do for you:
Meeting preparation - researching participants to glean intel that may be important in swaying opinion, to creating the presentations themselves.
Managing departmental budget(s)
Small project work - developing a program, negotiating contracts, Researching and comparing company benefit packages
ASK THEM TO GIVE YOUR COMPANY A HEALTH CHECK
They can then develop initiatives accordingly. It may be:
Organising more social events
Instituting a formal employee recognition program
Developing personalised training and education program
Introducing workplace perks such as mobile massages and other lunchtime in-office events
APPOINT THEM THE GUARDIAN OF POLICIES AND PROCEDURES
INCORPORATE ONBOARDING INTO THEIR ROLE
GIVE THEM THE TITLE OF 'HEAD' OF FACILITIES
The scope of this role could include:
Oversee health and safety regulations
An office ergonomics audit, organising required equipment you might lack, for example, sit-stand desks or better desk lighting
Manage maintenance requestsHandle office cleaning contracts
Ensure heating, ventilation and air conditioning are adequate in all areas of the office and organise regular maintenance
Review parking arrangementsInvestigate how ‘green’ your building is and make changes as necessary (the cost savings could be immense).
ASK THEM IF THEY WOULD LIKE TO EXPAND THEIR IT SKILLS
EA’s are highly proficient when it comes to office support software such as the Microsoft Office suite. But these days, they are also required to be masters of the digital domain, using a wide variety of apps and complex intranet systems.
TRAIN THEM UP TO BE YOUR FIRST RESPONDER
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Source: Martin Dineen, Managing Director at MJD Executive & MJD HR, on LinkedIn