The Effective Executive Assistant

TheEffective ExecutiveAssistant
AGuidetoCreatingLongTermCareer Success
Discoveryourpotential.
ChrissyScivicque OfficeArrow.com
Lastupdated:6/2008
AMessagefromtheAuthor
DearReaders,
Iamsohappyyoudecidedtopurchasethisebook,TheEffective ExecutiveAssistant.Considerthisyourfirststeptowardsachievingthe longtermcareersuccessyouvebeendreamingabout.
Letsfaceit,beinganExecutiveAssistantisntaboutmoneyorglamour. Itsaboutprovidingvaluablesupporttoapersonandanorganization youbelievein.
Onethingisforsure:beinganEAisauniquepositionandittakesauniquesetofskillstoachievelong termsuccess.Itisnteasyanditisntalwaysfun.But,withtherighttools,itcanbeafulfillingand rewardingexperience.
Itdoestakeacommitmentonyourpart,though.Youmusthaveadrivetosucceed.Youmustwantto constantlyimproveyourabilities.Thispositionisalwayschanging.Newtechnologyandchangesin businesspracticesforceEAstoremainflexibleandlevelheaded,eveninthefaceofchaos.
Sowhatmakesmeanexpert?Well,IwasanExecutiveAssistantformanyyearsandIwasgreatatmy job.Iloveditsomuch,Iwasinspiredtostartmywebsite,TheExecutiveAssistantsToolbox,whichis wherethisebookwasoriginallypublished.InMarchof2008,EAToolboxmergedwith OfficeArrow.comandtoday,IamtheSeniorContentManagerforOfficeArrow.Istilllovetowriteabout myexperiencesasanEAandsharewhatIknowwithothers.IalsohaveaBachelorsDegreeinBusiness andover10yearsofexperienceinadministrationandofficesupport.Ivespentmanyyearsstudying organizationandproductivitytechniques,andIhaveadeeppassionforhelpingothers.
Iknowthatyoullfindtheinformationhereuseful.IvereallytriedtoencompassallaspectsoftheEA positionandprovideindepthexplorationofthetoolsIbelievearethemostessentialforgettingthejob doneeffectivelyandbuildinglongtermcareersuccess.Iencourageyoutousethisebookasaguide, notastrictformula.Takethisinformationandmakeityourown.Decidewhatyouthinkthemost importantpiecesareandfocusonthose.TheEApositionisdifferentwithineachcompany;sothereisnt agenericstepbystepplanthatwillleadeveryonetothesamedestination.Thisebookwillcertainly helpyoualongtheway,butitsnotmagic.Successcomesfromhardworkanddedication.
IhopeyouwillcontinuetovisitOfficeArrow.comforinformationandguidance.Yourfeedbackisalways appreciated.Youcanemailmeatchrissy@officearrow.comorsendmeaprivatemessagethroughthe OfficeArrowwebsite.
Iwishyouthebestofluckinallyourcareerendeavors.Enjoytheebook!
ChrissyScivicque
TableofContents Chapter

Page_________
49 1014 1519 17 18
Part1:DefiningtheEffectiveExecutiveAssistant 1.1 CoreCompetencies 1.2 TypesofExecutiveAssistants 1.3 TheCareerPathofanEEA SampleResume1 SampleResume2 Part2:ExploringthePosition 2.1 UniqueChallenges 2.2 UniqueRewards 2.3 DispellingtheMythsofExecutiveAssistants Part3:CreatingSuccess 3.1 LayingtheFoundation 3.2 BuildingaSolidStructure 3.3 LongTermCareandMaintenance Part4:EAResourceGuide 4.1 WebResources 4.2 ConsolidatedRecommendedReadingList 4.3 Worksheets SMARTGoalSettingWorksheet TaskManagementWorksheet HowtoMapaProject
2023 2426 2729
3037 3846 4749
5054 5556 57 5859 60 61
TheEffectiveExecutiveAssistant AGuidetoCreatingLongTermCareerSuccess
Part1
DefiningtheEffectiveExecutiveAssistant

Opportunityismissedbymostpeoplebecauseitsdressedinoverallsandlookslike work. ThomasA.Edison,USinventor (18471931)

Copywrite2008byChristineScivicqueAllRightsReserved Donotcopyordistributewithoutpermission ThisebookisaproductofOfficeArrow.com
WhatisanExecutiveAssistant?
ExecutiveAssistants(EAs)perform,coordinateandoverseeofficeadministrativedutieswhile providinganextensivelevelofsupporttoExecutiveManagers.Theyhelpmanagersmakethe bestuseoftheirtimeandarereliedonheavilytoensurethatworkishandledefficientlyand withouttheneedforconstantordirectsupervision. Insupportingtheseseniorlevelexecutives,EAsmustpossessawiderangeofskillsand extensiveknowledgeinordertobetrulyeffective.
WhatdefinesanEffectiveExecutiveAssistant?
TheEffectiveExecutiveAssistant(EEA)buildsvalueforthebusinessbysupportingtheexecutive insuchamannerthatheorsheisabletomoreeffectivelyperformhisorherjob. Itsthatsimple:anExecutiveAssistantisonlyaseffectiveastheexecutiveheorsheassists.(Try sayingthatthreetimesfast!) Letsbreakthisdownfurtherandlookatthepreciseskillsandabilitiesasuccessfulexecutive assistantshouldhave.
TheCoreCompetencies
TheEEAprovidesnearlyinvisiblesupportfortheexecutive,actingwithlittlesupervision, anticipatingneedswhilemanagingthedaytodayworkflowandprioritizingvariousprojects.In total,ninecorecompetenciescanbeclearlydefined.
Adaptability
Judgement
Organization
Computer/ TechnicalSkills
The Effective Executive Assistant
Proactive Anticipationof Needs
TeamPlayer
Communication Skills
Broad Understanding ofBusiness Concepts
Customer ServiceSkills

1.Adaptability Demonstratesflexibilityinthefaceofchange Projectsapositivedemeanorregardlessofchangesinworkingconditions Showstheabilitytomanagemultipleconflictingprioritieswithoutlossof composure 2.Organization TimeManagement 9 Determinestheappropriateallocationoftime SpaceManagement 9 Effectivelymanagestheworkspace(i.e.keepsacleanandorganized office,appropriatelyhandlesallpaperwork,maintainscontroloverthe physicalenvironment,etc.) TaskManagement 9 Balancesconflictingprioritiesinordertomanageworkflow,ensurethe completionofessentialprojects,andmeetcriticaldeadlines 3.ProactiveAnticipationofNeeds Demonstratestheabilitytoforeseeproblemsandpreventthembytakingaction Utilizesanalyticalskillsandabroadunderstandingofthebusinesstoeffectively interpretneeds 4.CommunicationSkills Listeningskills 9 Understandsthatthemostimportantaspectofcommunicationistheact oflisteningandactivelyworkstoimprovethoseskills Oral 9 Speakswithconfidenceusingclear,concisesentencesandiseasily understood Written 9 Produceswellthoughtout,professionalcorrespondencefreeof grammaticalandspellingerrors

Telephone/Email 9 Useshighquality,professionaloralandwrittenskills(asdescribedabove) toprojectapositiveimageofthebusiness 5.ClientService Interactsprofessionallywithclientsandassociatesatalltimes Promptlyrespondstorequestswithaccuracyandacourteousdemeanor 6.BroadUnderstandingofBusinessConcepts Demonstratesanawarenessoffundamentalbusinessprinciplesaswellasan understandingoftheoverallindustryinwhichthebusinessoperates 7.TeamPlayer Worksasacompetentmemberoftheteam,willinglyprovidingbackupsupport forcoworkerswhenappropriateandactivelysupportinggroupgoals 8.Computer/TechnicalSkills Displaysproficiencyusingstandardofficeequipmentsuchasacomputer,fax, photocopier,scanner,etc. Demonstratesadvancedproficiencybyquicklyadaptingtonewtechnologyand easilyacquiringnewtechnicalskills 9.Judgment Exhibitssoundjudgmentandtheabilitytomakereasonabledecisionsinthe absenceofdirection Swiftlyrefersproblems/issuestotheappropriateperson(s)whennecessary Workseffectivelywithoutconstantanddirectsupervisionorguidance Asyoucansee,itsquiteademandinglistofthingsanEEAshouldbecapableofdoing. Overall,theEEAfulfillsthesecoreobjectiveswithaccuracy,efficiencyandsliceofgoodhumor. TheroleofanEEAisdifficultandveryintense.Apositiveattitudegoesalongway.Neverfocus solelyonthefunctionsofthejob;anEffectiveExecutiveAssistantistrulymorethanthesumof his/herresponsibilities.

RecommendedReading
The7HabitsofHighlyEffectivePeoplebyStephenR.Covey The8thHabitbyStephenR.Covey TheSuccessPrinciples:HowtoGetfromWhereYouAretoWhereYouWanttoBeby JackCanfield FromOfficeArrowSimplyPut:HowtobeaGoodExecutiveAssistantbyChrissy Scivicque

TypesofExecutiveAssistants
Fundamentally,therearethreespecifictypesofEAs.Justasyourprofessionalaspirationsgrow andchange,youmayalsofindyourselfhoveringbetweentheseclassificationsorfluctuating backandforthdependingonyourstateofmindatanygiventime.Takeamomenttoevaluate yourcurrentpositionandwhereyoufallonthislist.Again,youmaynotfindonethatsuitsyou perfectly.However,itsaninterestingtoolthatmayhelpyoubetterunderstandyour professionalstyleandmotivation.
Partners Lifers Climbers

Climbers
SomeExecutiveAssistantsseethepositionasasteppingstone.Theytake ontheroleasameansofclimbingthecorporateladderandgettingingood withatopexecutive.Thisisatriedandtruemethodofgettingyourfootin thedoor.Thepositionisagreatwaytomakeanameforyourselfandlearn theropesofthebusiness,especiallybecauseyourelearningdirectlyfrom thetopleadersofthecompany. Style: Climbersaretypicallyverycareerdrivenandenthusiasticindividuals.Theyareoutspokenand liketomaketheirvoicesheard.ForClimbers,thepositionisallaboutbuildingareputationand gettingnoticed.Thereislittleloyaltywithregardtothepositionortheexecutiveforwhom theywork.Climbershavemoredevotiontotheirowngoals.Theydonottypicallyconsiderthe positionalongtermcareerchoicebecausetheyassumeitwillonlybeabrieffirststepinthe courseoftheirprofessionalgrowth. Motivation: Climbersaremotivatedbytheirfuturecareergoals.Theyareoftenwillingtogoaboveand beyondthecallofdutyiftheythinkitwillimprovetheirchancesofgettingpromoted.Climbers needtomakesurethattheexecutivetheyworkforunderstandstheirmotivationandisnt takenbysurprisewhentheyexpresstheirdesiretomoveup.Someexecutiveswillnotbe interestedinbringingonanAssistant,trainingthem,andthenlosingthemtoanotherposition, evenwithinthesamecompany.Otherswillbeeagertogroomanewcompanyleader.Itis importanttohaveexpectationsforbothpartiesclearlyverbalizedinthebeginning.

Lifers
SomeExecutiveAssistantsexpecttobeEAsuntilthedaytheyretire.Theyarenotona particularcareerpath.BeinganEAisarewardtheyfeeltheyhaveearned;agoaltheyhave achieved.Lifersdontwanttochangecareerorcompany.Theyarenotcareeroriented individuals,thoughtheymayhavebeenatonetime.ALiferiscontentwithhis/herpositionand feelslittledesiretogroworseeknewopportunity. Style: Liferstypicallyconsiderthepositionalongtermcareerchoice.Becausetheywanttoremainin theirjobthroughouttheforeseeablefuture,theywanttoperformsatisfactorily.However,they typicallydonothaveastrongdrivetoexceedexpectations,sincetheyarenothopingtobe promotedorgetnoticed.Theysimplywanttoknowwhattoexpect;Lifersdontusuallylike surprises.Theyaregoodworkersbutnotparticularlyloyaltotheexecutiveforwhomthey work.Theytendtobemoreloyaltothejobthantheperson.If theexecutivetheyareassistingleavesthecompany,aLifer willlikelycontinueworkingfortheirreplacement. Motivation: Lifersaremotivatedbystability.Whiletheydonotseekto climbthecorporateranks,theyliketheirjobandwantto remaininitforaslongaspossible.Theyaremotivatedby theirdesireforconsistency.

Partners
ExecutiveAssistantswhoseetheirroleasapartnershipareoftenin thebestpositiontogrowanddeveloptheirskillsandcareer.They seethejobasalongtermcollaborationwiththeexecutivethey assist.Theyviewtheiraccomplishmentsasamutualthingthe successoftheexecutiveisareflectionontheEAandviceversa andthus,thereisatrueatmosphereofteamworkandsolidarity betweenthem. Style: Partnerstypicallyhaveaveryfreeflowingcommunicationwiththeexecutivetheyassist.They willoftenbrainstormandofferopinionswhenappropriate.Partnershavetheabilitytoworkon anevenplayingfield,meaningthattheexecutiverecognizesandappreciatesthevalueofthe assistantandtrulytreatshim/herasanequalratherthanasubordinate.Together,theystrive tosupportoneanotherandachievemutualgoals.Theyaretypicallyveryloyaltooneanother iftheexecutivemovesontoadifferentcompany,theyoftenbringtheirpartneralongaswell. Motivation: Partnersaremotivatedbythejobbeingdone.Theyfeelastrongcommitmenttothegoalsof thebusinessandtheexecutivetheyaresupporting.Theirmaindesireistoassistinthe achievementofthosegoalsbyprovidingoutstandingsupport.Theyfeelrewardedbythe successofthebusinessandtheexecutive.Motivationcomesfromthestrongrelationship betweenthem,wherehighlevelsofappreciationarecommunicatedregularlyandtypically,the EAscompensationisareflectionofthis.

ItsimportanttorememberthatanytypecanbeanEffectiveExecutiveAssistant.Notypeis inherentlybetterthananother.Theyareallappropriatewaysoftreatingtheposition.However, itsalsohelpfultobeawarethatdifferentcompaniesanddifferentpeoplewillvalueeachtype indifferentways. ConsiderwhichkindofEAyouareandwhichoneyouwouldliketobe.Youmayfindithelpful toshareyourfeelingsonthistopicwiththeexecutiveyouworkwithsohe/shecanbetter understandyourprofessionalstyleandmotivations. Forthepurposesofthisebook,thefocuswillremainonPartners.Overall,Partnershavea greateropportunityinmostworkenvironments.Theyaretypicallyseekingthemostfromthe EApositionaswell.Itislikelyasafeassumptionthat,ifyouarereadingthisebook,youeither alreadyare(orareattemptingtobecome)aPartner.
RecommendedReading
BuildingaPartnershipwithYourBoss:ATakeChargeAssistantBookbyJerryWisinski TheValuableOfficeProfessional:ForAdministrativeAssistants,OfficeManagers, Secretaries,andOtherSupportStaffbyMichelleBurke ManagingUp:HowtoForgeanEffectiveRelationshipWithThoseAboveYouby RosanneBadowski FromOfficeArrowManagingUpbyChrissyScivicque

TheCareerPathofanEEA
MostExecutiveAssistantsarepromotedfromthepositionofAdministrativeAssistantwithin thesamecompany.However,duetotheeclecticvarietyofwork,manycareerscanbe consideredusefulexperiencefortheposition. WorkingasanAdministrativeAssistantisnotonlyoneofthemostcommonwaystostartyour careerasanEA,itsalsooneofthemosteffective.AsanAdministrativeAssistantyouwillgain valuableknowledgethatwilltrulyimpactyoursuccessasanEA. AsanAdministrativeAssistant,youhavetheopportunityto: Learnthetechnicalskillsneededfordoingbusiness(i.e.computerandother technology,professionalcommunication,organization,etc.) Achieveabasicunderstandingofgeneralofficeproceduresandoperations withinthebusiness Gainanoverallawarenessandappreciationofthebusinessenvironment Gettoknowavarietyofpeopleindifferentdepartmentsthroughoutthe company(thiswillhelpbuildyoursupportnetworkforthefuture) Becomeaccustomtothegeneralflowofworkonadailybasis Begintounderstandthelongtermcyclesofthebusiness(suchasregular seasonalchangesindemand) Gatherageneralperspectiveoftheindustryasawhole:howitworksandwhere thecompanyfitsintoit Buildareputationasahardworker,fastlearneranddedicatedindividual IfyouhavedecidednottostartyourEAcareerasanAdministrativeAssistant,dontworry.As mentionedpreviously,manycareerscanhelpyoudeveloptheskillsneededtobecomea successfulEA.Thetrickistounderstandthepositionwellenoughtodeterminehowyour experiencewillhelpsupportyourbecomingasuccessfulEA. LetslookagainatanabbreviatedversionoftheninecorecompetenciesofanEEA:

1.Adaptability 2.Organization 3.ProactiveAnticipationofNeeds 4.CommunicationSkills 5.ClientService 6.BroadUnderstandingofBusinessConcepts 7.TeamPlayer 8.Computer/TechnicalSkills 9.Judgment Reviewingthislistonceagain,youmaybegintonoticethattheseskillsareutilizedinmany jobs,especiallythosethatdealwiththepublicsuchassalesorcustomerservice.Belowyou willfindalistofnonadministrativejobsthatcanprovideexcellentexperiencetobuildonfor becominganExecutiveAssistant: Serverinarestaurant Salesassociateinaretailstore Receptionist Teacherorteachersassistant Customerservicerepresentative Medicalordentalassistant Salon,spaorfitnessassociate ItwillundoubtedlybemoredifficulttoobtainanEApositionwithoutadministrativeoffice experience.ButitsNOTimpossible!Youcanputyourbestfootforwardbyfocusingonhow yourexperienceprovesyouhaveaclearabilitytomeetthe9corecompetencieslistedabove. Tofurthervisualizethisidea,letslookat2resumes:onefromanindividualwhoseoffice experienceshowsaprogressivelyincreasinglevelofresponsibility;andtheotherfroman individualwhohasworkedinacompletelydifferentfieldbutalsoshowsastrongpathofcareer growth.

JaneDoeSampleResume1Anyone@Anything.com
1234AnythingDr.AnyTownUSA12345(555)5555555
SUMMARYOFQUALIFICATIONS___________________________________________________

Exceptionalwrittenandoralcommunicationskills Demonstratedabilitytodevelopandmaintainexcellentlongtermclientrelationships Abilitytointeractwithavarietyofindividualsinacourteous,professionalmanner Provencapabilitytoworkwellunderpressureandwithintightdeadlines Proactiveleaderrecognizedforteambuildingskillsandsuperiorclientservice Extensiveexperiencepreparingeloquentandorganizedmarketingmaterials AdvancedproficiencyinExcel,Word,PowerPoint,InternetResearch
PROFESSIONALEXPERIENCE_______________________________________________________
FinancialGroup,USA SeniorAdministrativeAssistant,DateDate Responsibleforcoordinationofallclientmeetings:developedatrackingsystemtoensuretimelyand appropriatescheduling,createdmeetingmaterialsincludingspreadsheetsandexecutivesummarieswhen needed,ensuredsuccessfulfollowuponactionitemsresultingfrommeetings Manageddailyworkflowofpartners,appropriatelyprioritizingtasksandobligations Organizedandperformedofficeadministrativetasksincludingallclientcorrespondence,marketing,and generalclientservicerequests Responsibleforclericaldutiesincludingansweringthephone,filing,updatingcomputerdatabase,filling outpaperwork,andwritingletters
CreditUnion,USA Teller/CustomerServiceRepresentative,DateDate Workeddirectlywithclientstoprocessfinancialtransactionsincludingdeposits,withdrawals,transfers, loanpaymentsandwiretransfers Accuratelyperformedtaskstoensurecashdrawerbalancedatendofday Successfullyhandledcustomerserviceinquiries Providedsuperiorcustomercareatalltimesbyeffectivelymanagingtimeandmaintaininganorganized workspace
LawOffice,USA Receptionist,DateDate Responsibleforansweringthephoneanddirectingclientstotheappropriateteammemberina courteousandefficientmanner Greetedclientsintheofficeinaprofessionalandpleasantway Responsibleforkeepingthegeneralappearanceoftheofficecleanandorganized Occasionallyhelpedfilepaperwork
EDUCATION___________________________________________________________________
AssociatesDegree,JuniorCollegeUSA 1YearVocationalTrainingCertification,PrivateCollege,USABusinessTechnology AdvancedProficiencyMSOffice,Excel,InternetResearch
123AnyStreet AnyTown,USA12345 Phone:(555)5555555 Email:anyone@anything.com
SallySmithSampleResume2
SUMMARYOFQUALIFICATIONS
Highlymotivatedindividualwithtenyearsofexperienceinthehospitalityindustry Especiallyskilledatbuildingeffective,longtermproductiveworkingrelationshipswithclientsandstaff Superiorcustomerservice,organizationalandtimemanagementskills Provenabilitytomaintaincomposureunderstressfulandtimesensitiveconditions
PROFESSIONALHISTORY
ASSISTANTMANAGER,THEAMERICANGRILLE(DATEDATE) CasualFineDiningCorporatefranchise,$3millionannualrevenue PromotedfromLeadServer Assistedinrecruiting,hiring,training,schedulingandsupervisingastaffof30employeesforthe restaurant,banquetfacilitiesandcateredevents Maintainedasuperiorlevelofcustomerrelationsatalltimesandmotivatedstafftodothesame HandledvariousfinancialandadministrativeresponsibilitiesincludingprogrammingPOSmenuitems, tablelayouts,checking&respondingtoemails,codingandbatchinginvoices,reconcilingpettycash receipts,andprocessingemployeesdailycash
SHIFTSUPERVISOR,THEDINER(DATEDATE) CasualDiningPrivatelyowned,$2millionannualrevenue Effectivelymanagedtimetoensurepromptserviceandconsistentlydeliveredasuperiorlevelof customercare ExecutedFOH(FrontofHouse)supervisorydutiesincludingbutnotlimitedtohospitality,marketing, inventory,scheduling,banking,payroll,andbudgetanalyses LEADSERVER,THESTEAKHOUSE(DATEDATE) CasualDiningHighvolume,corporate,$3.5millionannualrevenue Responsibleforservingapproximately50dinerspershift Trainednewserversinprocedureandetiquette Advisedpatronsondetailsofa30entremenu
HOSTESS,ITALIANRESTAURANTANDJAZZJOINT(DATEDATE) FamilyDiningJazzVenueFamilyowned,$1millionannualrevenue Responsibleformakingreservations,greetingcustomers,andansweringthephones Coordinatedwithsupervisorstoseatcustomerspromptlyandeffectivelyforservice Demonstratedthehighestqualityofcustomercareatalltimes

EDUCATIONANDLICENSES
ABAAnyTownJuniorCollegeBusinessAdministration,Marketingemphasis AdvancedproficiencyMSWord,Excel,10key,InternetResearch CashRegister,POS,Squirrel,Aloha,DigitalDining,H.S.I.,ReserveInteractive,Paychex,ServeSafeLicense1

EithercandidatecouldpotentiallybeanexcellentchoiceforthepositionofEA.Asyoucansee, experienceisallabouthowyouframeit.Whilebothcandidateshaveverydifferent backgrounds,theirresumesultimatelyshowthattheyhavesimilarabilities.Theirexperience, whiledifferent,ishighlycomparable.Theybothhavecomputerskills,customerserviceskills, theabilitytomultitask,andmanyotherattributesofawellqualifiedEA. IfyouareattemptingtostartacareerasanEAwithoutpriorofficeadministrativeexperience, itsimportanttokeepinmindthattheprocesswillbemuchmoredifficult.Youwillneedtouse nontraditionalwaysoffindingajobmostlybecause,atfirstglance,yourresumewillnot displaytheexpectedbackground.Thoughthisdoesntmeanyourbackgroundisntvaluable, itdoesmeanthatyourresumewilloftengetoverlooked.Youwillneedtotrydifferentroutesof networking,callingonfamilymembers,friendsandassociatestohelpsupportyourcareer changeaspirations.Besuretoputyourselfouttherebytakingtheextrastep(dontjustfaxor emailaresume,followupwithapoliteandprofessionalphonecall).Lastly,developastrong coverletterthatdescribesyourreasonsforthecareerchangeanddetailstheskillsyoupossess thatshowyoucanmeetthe9corecompetenciesofanEEA.Trytoconnecteachcompetencyto aspecifictaskoractionyouhaveperformedinpastjobs.Shouldyougettheinterview,youwill definitelywanttohavesuchinformationattheforefrontofyourmind.Beclearinyour intentionandrememberthatyouhaveonegreatthinggoingforyou:youareunique.Youdont blendin.Yourresumedoesntlooklikeeveryoneelsessousethattoyouradvantage.
RecommendedReading

ResumeMagic:TradeSecretsofaProfessionalResumeWriterbySusanBritton Whitcomb CoverLetterMagic:TradeSecretsofProfessionalResumeWritersByWendyS.Enelow andLouiseKursmark ThePathfinder:HowtoChooseorChangeYourCareerforaLifetimeofSatisfactionand SuccessbyNicholasLore FromOfficeArrowHowtoBreakintoaNewCareer(withNoExperienceintheField)by ChrissyScivicque
Part2
ExploringthePosition

Ifindthatmygreatestpleasure,andsomyreward,isintheworkthatprecedes whattheworldcallssuccess. ThomasA.Edison,USinventor (18471931)

TofurtherexplorewhatitmeanstobeanEffectiveExecutiveAssistant,letsconsiderthe distinctthingsthatmakethepositionsoincrediblyspecial. TheroleofExecutiveAssistantcarrieswithitasetofuniquechallengesdifficultandunusual situationsthatmaywellbeencounteredfrequently.Recognizingthesewillhelpyouunderstand thepositionmorecompletely.Likewise,ithasjustasmanyuniquerewardsrarebenefitsyou wontfindinmanyotherpositions.Understandingthesewillhelpyouappreciateandtake advantageoftheexceptionalqualitiesofthisjob.
Unique Challenges
Unique Rewards

UniqueChallenges
DirectIntheLineofFireContactwithTheBoss TheExecutiveAssistantwillalwaysinteractdirectlywithhis/herbosstheexecutiveheorshe assists.Inmanyotherjobs,peopleseetheirbossesonlyrarely.Oftentimes,theycangodaysor evenweekswithoutreallyinteracting.AnEA,ontheotherhand,willhavedailydirectcontact withhimorher.TheEAwillbaskinthegloryoftheexecutivessuccessandalsobearthewrath offrustrationsanddisappointments.Thisuniquerelationshipmeansthat,asanEA,youare givenaninsideviewoftoplevelleadership.Whileitisundeniablyinterestingandinspiring,it canalsobeintimidatingandintense.Alotofenergywillbedirectedatyou.Executivesdepend ontheirassistantstocollectinformationthatfiresatthemfromalldirections.Theyexpecttheir assistantstodedicateasmuchtimeandenergyastheydoandtheywilloftenbedisappointed tofindoutyouhavealifeoutsideofwork. SeparationfromCoworkers EAswillinevitablyexperienceacertainamountofdistancefromtheircolleagues.AsanEA, youareoftenviewedasamemberoftheexecutiveteam(eventhoughyouarent).However, becauseyouareprivytoinformationthatisnotalwaysreadilysharedwiththegroup,co workerswillhaveahardtimeconsideringyouoneoftheirown.Rememberthatanythingyou doorsaywillbeconsideredareflectionoftheexecutiveyouassist.Therefore,itisimperative thatyoudonotparticipateingossiporrumorspreading.Yourwordswillcarryaheavierweight thanthoseofothers.Ifyouspeculateonthepossibilityofamerger,otherswillconsideritfact sinceyousupposedlyhavetheinsidescoop(whetherornotthatisactuallytrue).Thenatural separationthatoccursbetweenanEAandhisorhercoworkersissimplyarealityofthejob. Itsnotpersonal,butitisauniquechallenge. IndistinctAuthorityLevels AsanEA,youmustalwaysactonbehalfoftheexecutive.Often,youneedtocommunicate decisionsforhimorher.Thiscanbedifficultbecauseyou,astheEA,areonlythemessenger; youarenotthedecisionmaker.Yourauthoritylevelscanbecomeblurredbecauseyouarethe oneactivelysharingtheinformationwithothers.Youmaybetemptedtogiveadditionalinput ormakechangesthatyoubelieveareright,eveniftheyhaventbeenexplicitlyoutlinedbythe executive.Likewise,othersmaybetemptedtocometoyouwithquestionsorconcernsthat shouldreallybedirectedtotheexecutive.Itiscriticalthatyourememberyourplaceand

remindothersaswell.Theboundariesinthistypeofworkare notalwaysclearlydefinedsoitisuptoyoutokeepthem distinct. TheMindReaderExpectation EAsareoftenheldtoanimpossiblestandard:theexpectation thattheywillbesoconnected,thattheywillactuallypreempt theneedsoftheexecutivetheyassist,effectivelyactingasa mindreader.ItistruethatEAsoftenbecomeincrediblycapableofpredictingthedailyflowof work.Duetotheintenseoneononerelationship,theyareoftenabletoanticipatethemoves oftheexecutivetheyassist.ManyEAssuddenlyrealize(afterworkingwiththesameexecutive forawhile),thattheyseemtohaveasilentcommunicationbetweenthem.Theyareableto readeachothersmannerisms,tonesofvoice,facialexpressions,etc.Asaresult,theexecutive maybecomecomplacent,thinkingthatsuchunspokencommunicationtakestheplaceof honestverbalexpression.Heorshewillbeginviewingtheassistantasamindreader,who needsnodirectionorcoaching.Thiscanbeproblematicforavarietyofreasons,themost obviousbeingthatyouarelikelynotamindreader. TheRoleofIntermediary(ActingasanAlterEgo) OneoftheEAsmostdifficultrolesisthatofIntermediary,meaningonewhoisinthemiddle. AsanEA,youareconstantlybeingusedasatelephonetakingmessages,relayinginformation, etc.Youwillbetreatedasagatekeeper,keepingoutsidersfromintrudingontheexecutives precioustime.Youmayfindyourselffeelinglikeabatonbeingpassedbackandforthinarace. Youmayalsofindyourselfthinking,Whydontyoutellhimyourself? AsanEA,youaretheoneresponsibleforwhatinformationgetstotheexecutive.Youarealso ofteninchargeofpassingtheexecutiveswordsontoothers.Thoughitmayseemlikeasimple thing,itismuchmoreefficientfortheexecutivetohaveyourelayinformationtothenecessary partiesratherthanspendhisvaluabletimeonsuchthings.Whilethisisntalwaysthecase,itis acommonpracticethattheEAbecomesanalteregofortheexecutive,verbalizinghisorher thoughtsandinstructionstoothers,eventakinghisorherplaceinmeetings.

UniqueRewards
Justasthereareuniquechallengestotheposition,soarethereuniquerewardsspecialperks, benefitsandopportunitiesthatarehardtofindinanyotherkindofposition.Itsimportantto appreciatetheseandusethemtotheirfullestadvantage. OneononeinteractionwithTheBoss Youllnoticethatthisitemshowsuponboththelistofchallengesandrewards,asitisequally bothablessingandacurse.Suchdirectinteractionallowsyoutocreateastrong,longlasting workingrelationshipwithatopleaderinyourcompany,whichisnothingtotakeforgranted. Greatopportunitiescomewiththisposition:thechancetoseehowasuccessfulprofessional thinks,worksandcommunicates;theabilitytoshareideasandinfluencedecisions;the possibilityofexperiencingpreciousinspirationfromanaccomplishedleader.Thesethings wouldnotbepossiblewithoutthedirectinteractionthattakesplaceonadailybasis.Whileit canbeaseriouschallenge,italsorepresentsawealthofpotentialrewards. Opportunitytoperformawidevarietyoftasksonadailybasis AsanEA,youllfindyourselfperforminganearlyunlimitedvarietyoftasks.Whilethetypical administrativeresponsibilitieswillusuallyfillyourday,youllalsobeexpectedtooccasionally coverawiderangeofuniqueandinterestingtasks.AsTheExecutivesRightHand,youmay findyourselftakingnotesduringclientmeetings,planningevents,preparingmaterialsfor presentationsandconferences,makingtravelarrangementsandpossiblyeventraveling alongsidetheexecutiveinordertoassisthimorherwhileoutoftheoffice.Demonstrateyour abilityandwillingnesstodomoreoftheseuniquetasksandyouwilllikelyfindyourselfdoing moreofthem.Ifyoufindyourselfboredinthisposition,donothesitatetocommunicatethisto yourboss.Approachitinaprofessionalway,byexpressingyourdesiretodoandlearnmore.It seemsthereisalwaysmoreworktobedonetheexecutivemaysimplyneedareminderthat youarecapableoftakingonmore.Dontletyourselfsitidleinthisposition.AnEffectiveEAis alwaysmoving.Itcanbeuniquelyrewardingtocontributeinsuchavarietyofways. Abilitytocreateareputationamongsttopexecutives Workingdirectlywithatopleaderinyourorganizationwillprovideyouwiththeopportunityto meetandgettoknowmanyotherexecutives.Presentingyourselfinaprofessionalmannercan helpyougainarespectedreputationamongthem,effectivelycreatingawidegroupofhigh levelprofessionalcontacts.Rememberthateveryexecutiveyouinteractwithcouldbeyour potentialfutureemployer.Whileyoumaystrivetocreateastrong,longlastingrelationship

withtheexecutiveforwhomyoucurrentlywork,opportunitiesabound.Dontlimityourself. Keepyouroptionswideopenbycreatingareputationforbeingahardworkingprofessional. Avaluedpositionasanhonorarymemberoftheexecutiveteam Providingmuchneededsupporttoone(orseveral)ofthetopexecutivesinyourcompanycan putyouinavaluedandrespectedpositionofleadership.Thoughyouaredistinctlyseparate fromtheactualexecutiveteam,youdoholdasomewhathonorarymembershipbecauseof yourconstantpresenceandinsiderstatus.Itsanicefeelingthatcanbringasenseofprideand satisfaction.However,itcanalsobequitedeceptive.Whileothersmayviewyouasamember oftheexecutiveteam,youreallyarent.Whileyouareinvolvedinquiteabitofwhattheydo, youcertainlywillnotbeprivytoalltheinnerworkingsofthegroup.Dontallowyourselftoget aninflatedsenseofselfimportance.Butdoenjoyafeelingofpridethatcomeswithyour involvement.Yoursisapositionofimportance.

KeyConcept:MinimizeChallenges/EmphasizeRewards
Nowthatwevereviewedtheuniquechallengesandrewards,itsimportant toarticulatethekeyfundamentalconceptofminimizingthebadand maximizingthegood. HowtoMinimizeChallenges Understandthechallengesandrecognizethemwhenyouseethem Proactivelyworktodecreasetheirimpactandthefrequencywithwhichtheyoccur Effectivelymanagethemwhentheyinevitablydooccur HowtoEmphasizeRewards Understandtherewardsandappreciatethem Proactivelyworktoincreasetheirimpactandthefrequencywithwhichtheyoccur Effectivelymanagethemtocreateleverage
Minimize Challenges
Emphasize Rewards

DispellingtheMythsaboutExecutiveAssistants
Myth:ExecutiveAssistantisjustafancynameforaSecretary Reality:WhilethemajorityofEAdutiesaresecretarialinnature,anExecutiveAssistantisso muchmore.AnEffectiveExecutiveAssistanttrulyactsasanalteregofortheexecutiveheor sheassists,attimesfillinginforthematmeetingsoractingonhisorherbehalfintheoffice. BothsecretariesandEAsperformbasicofficefunctions,but(unlikeasecretary)theEEAhasthe abilitytobeabusinesspartnerhelpingtomanagethedailyflowoftasksandassistingin settingpriorities.Manyexecutivesrelyontheirassistantstomanagethem,ensuringtheyare ontracktowardsmeetingtheirgoals.EAsmayalsoassistinbrainstorminganddecisionmaking. Theytrulyplayanintegralroleinthesuccessoftheexecutiveandtheorganizationofwhich theyareapart.Theworkofasecretaryistypicallymuchmorelimitedandnarrowinscope. Myth:BeinganEAmeansbeingusedandabused(alaDevilWearsPrada) Reality:TherelationshipbetweenExecutiveandAssistantisincrediblycomplicatedand unique.Inmanyways,itisapartnership.WhiletheexecutiveultimatelyisTheBoss,the assistantplaysacriticalroleinhisorhersuccess.Mostexecutivesrecognizethisandtreattheir assistantswiththeutmostrespect. Typically,therelationshipbetweenanassistantandexecutiveincludesaveryhighleveloftrust. Itisessentialtothepositionthattheexecutivebeabletoconfideintheassistant.Thereis oftenaverystrongsenseofloyaltybetweenthetwo.Thegoalistoworksynergistically, meaningthatwhenonepersonachieveshisgoalithelpspropeltheothertowardshisandvice versa.Synergyiswhentheresultsaregreaterthanthesumoftheindividualefforts.Together theybothgofurthertowardsreachingtheirgoalsthaneitherwouldseparately.Understanding thiscriticalfactistheessentialfoundationonwhichthisrelationshipisbuilt. Therelationshipisbasedonhonestyandopencommunication.Becauseofthis,thereareoften timesthatexecutivesandtheirassistantsbuttheads.Afterall,theassistanthasadifficultjob tryingtomanageapowerfulexecutive.Mosttopleadersareincrediblydrivenandintense(and usuallyquitevocalintheiropinions).Daytodaythingsgethectic,stresstakesoverand tempersflare.Assistantsmayoccasionallytakethebruntofthis.WhileanEAshouldnever acceptabuse,dealingwithconflictisastandardpartofanyjob.EffectiveEAswillknowwhen andhowtoprotectthemselves.Theywillhavetheabilitytocommunicateeffectivelyeven understressfulconditions.

EAswhofindthemselvesinsituationswheretheyfeeltakenadvantageof,unappreciatedor disrespectedshouldquicklyaddresstheissue.Ifimprovementisnotseenquickly,theyshould considerfindinganotherposition.Anexecutivewhotreatshisorherassistantpoorlycan expecttogothroughmanyassistants,whichisneithercosteffectivenorproductive.Oncean executivefindsagoodpartner,itisinhis/herbestinteresttobuildastrongrelationshipbased onmutualtrustandrespect. Myth:BeinganEAisapoorlypaidpositionwithlittleopportunityforgrowth Reality:BeinganExecutiveAssistantopensaworldofopportunityinanyorganization.Itisa highlyvisiblepositioninwhichyouhavetheabilitytobuildastrongreputation.EAsgettoknow manytopexecutivesandbuildstrongworkingrelationshipswithpeoplethroughoutthe organizationforwhichtheywork.IfanEAchoosestomovetoanotherdepartment,heorshe typicallyhasalargenetworktocalluponforsupport. WorkingasanExecutiveAssistantcanalsobeverylucrative.Dependingonthecompany,the locationandtheexperienceleveloftheEA,thepayrangecouldbeanywherefrom$30,000to $65,000.Accordingtosalary.com,themedianexpectedsalaryforatypicalExecutiveAssistant intheUnitedStatesis$44,828.ManyEAsalsoearnbonusesbasedonperformanceranging typicallyfrom$1000to$3000ayear.ToplevelEAswhohavepartneredwithasuccessful executiveforalongperiodoftimemayearnover$100,000annually. Myth:IttakeslittleornotrainingtobeanEAyoujusthavetobeniceandbeableto answerthephone. Reality:Asmentionedpreviously,anEAisnotthesameasasecretary.Whiletherearequitea fewtasksthatmayappeartobebasic,theoverallscopeofthejobisenormous.Whileacollege degreeisnotalwaysrequired,itcanbeanenormousassetforanEAseekingtobecomean influentialandlongtermpartoftheexecutivescareer.Withoutadegree,anEAcanstrongly benefitfromadditionaleducationsuchasattendingjuniorcollegecourses,obtaining certificationincomputertechnologyorbusinessadministrationfromaprivatevocational school,orsimplyparticipatinginprofessionalseminarsandworkshopstoexpandhisorher skillsset.Thepositionisonethatrequiresmorethananicepersonality.Itisajobforan analyticalthinkeraproblemsolver. Onceintherole,itmaytakeuptotwoyearsfortheEAtotrulyabsorballtheintricatedetailsof theposition.Itisnotarolethatcanbelearnedovernight.Itisverynuanced,meaningthefine pointscanbesubtleandnoteasilyarticulated.

Myth:BeinganEAisaboring,thanklessjob. Reality:TheEApositiontypicallyoffersawidevarietyofworkandtheabilitytointeractwitha lotofpeople.However,likeanyjob,theexperienceofbeinganEAwillbedifferentfor everyonedependingonthepersonalityofthepersonandhis/herspecificsituation.Somewill finditendlesslyfascinatingandchallengingwhileotherswillconsideritdullandtedious.Some willfeelrewardedandappreciatedwhileotherswillfeelusedandundervalued.Thepositionis notthesameacrosstheboard.Ineveryofficetheexperienceisdifferent.Researchshowsthat turnoveristypicallylowfortheEAprofession,presumablybecausethepositionisonethatis usuallyworkedupto.SincemostEAsarepromotedinternally,theyknowwhattoexpectwhen acceptingtheposition.
RecommendedReading
BecomeAnInnerCircleAssistantbyJoanBurge TheNewExecutiveAssistant:AdviceforSucceedinginYourCareerbyMelbaJ.Duncan BeaKickassAssistant:HowtoGetfromaGruntJobtoaGreatCareerbyHeatherBeckel FromOfficeArrowTheRelationshipBetweenExecutiveandAssistantbyChrissy Scivicque
Part3
CreatingSuccess

Beingbusydoesnotalwaysmeanrealwork.Theobjectofallworkisproductionor accomplishmentandtoeitheroftheseendstheremustbeforethought,system, planning,intelligenceandhonestpurpose,aswellasperspiration. ThomasA.Edison,USinventor (18471931)

Successisntsomethingthatsimplyhappensovernight.Itsalongprocessthattakesserious effortandorganization.Thinkofsuccessasahousewhichyouareinchargeofbuilding.Youcan approachtheprojectinanywayyouwantbutitisyourresponsibility. Perhapsyouareslowtogetstartedandthenrushedtogetfinished.Youdontcreateanoverall planforthestructurebeforeyoustartbuildingandsotheprocessisconfusingandmessy.It runsoverbudget,youuseeveryscrapofresourcesavailable,anditleavesyouexhausted. Whenyouredone,itendsupbeingadumpy,poorlymadestructurethatwilllikelycrumbleto piecesinthefirstwindstorm. Ontheotherhand,considerwhatitwouldbeliketobeinchargeofsomethingasbigas buildingyourownhome.Perhapsyoufinditexhilaratingandthoughtprovoking.Maybeit inspiresandmotivatesyou.Theprocessisorganized,fastpaced(butnothurried)andinthe end,thestructureyoucreateissturdyandbeautiful. Justlikeahouse,successthatisbuiltovernighttypicallywillnotlast. Conversely,successthatisbuiltwithaclearvision,anorganizedplan,anda lotofcarefulattentionwillbepermanentandtheprocesswillbeenjoyable. Rememberthatthecreationofyoursuccessisalargeprojectofwhichyou aloneareincharge.Inordertobuildthevisionyouhaveforyourself,youmustdothework. Startatthebeginning,withthefoundation.Then,buildasolidstructureusinganorganized plan.Andwhenyouvefinishedyourproject,dontforgettodothelongtermcareand maintenanceneededtoensureyoursuccessispermanent.

BuildingCareerSuccess

LayingtheFoundation
Thefoundationisthebasisonwhichyoucreateyourpersonalvisionofsuccess.Itsthe bottomlayerofyou,theprofessional.Buildingastrong,solidfoundationinvolvesworkingon yourselfpersonalactionitemsthatwillhelpsupportyouinanyprofessionalrole.
Goals
Voice
The Foundation
SelfWorth
Knowledge

Visualizeyourgoals Settingappropriateprofessionalgoalsisthemostfundamentalsteptocreatingastrong foundation.Youcantcreatesuccesswithoutknowingwhatitmeanstoyou.Successisavery subjectiveconcept.Goalsaremorethanjustideasofwhatyoudliketodo.Theyshouldbe comprehensive,clearlydefinedandmeasurable.UsetheacronymSMARTtohelpyou:
SSpecific
Whatdoyouwanttoachieve?Howwillyouachieveit?Whyisitimportanttoyou?Clearly definetheoutcomeyouwant.
MMeasurable
Establishconcretecriteriaformeasuringyoursuccess.Useactualnumbers,targetdates,or specificeventstoindicatewhenyourgoalhasbeenachieved.
AAchievable
Yourgoalsshouldpushyoupastyourcomfortpointbutyoushouldstillbeabletoattainthem witheffortandcommitment.
RRelevant
Yourgoalsshouldbeimportanttoyouandtheoutcomeshouldimpactyourlife.Likewise,you shouldhavetheabilitytodirectlyimpactthem.Dontsetgoalsthatarentsignificantorthat youcantdoanythingtoimpactachievement.
TTimely
Yourgoalsshouldhaveatimeelementestablished.Thiswillhelpkeepyouontrackandwill preventyoufromsimplypushingagoaloffinfinitelyintothedistantfuture.

Itsnotenoughtosimplyknowyourgoals.Youmustseethem,feelthem,andbreathelifeinto them.OnceyouhavecreatedSMARTgoals,writethemdownandposttheminavisibleplace whereyouwillseethemeveryday.Constantlyvisualizewhatachievingthegoalswilllooklike. Imaginehowitwillfeel.Seetheattainmentofthegoalssoclearlyandvividlythatyousimply canthelpbutachievethem.Awonderfulexerciseistocreateavisionboard:alargeposteron whichyoucanpastepicturesorwordsthatillustrateyourgoals.Postingavisionboardbyyour deskathomeisagreatwaytohelpkeepyourgoalsvividandintheforefrontofyourmindona dailybasis. ConsiderusingtheworksheetprovidedintheResourcesSectiontoassistyouinsettingyour SMARTgoals. Knowyourworth Inanyjob,itsimportanttohaveastrongsenseofselfworth.Knowingyourvaluehelpsbuild confidenceandhelpsyougainrespectintheworkplace.Peoplewhohavehighselfesteemare typicallymorecapableofsettingboundariesandlimitsbecausetheyunderstandthe importanceoftheirwork.Theyknowtheyprovidesignificantvalueandfeelstronglythatthey deservefairandadequatetreatmentandcompensation.Becauseofthis,theyareoftenableto negotiatehighersalaries. Toestablishastrongsenseofselfworth,focusonbuildinghighlevelsofconfidenceandpoise. Projectingacoolimageiskey.Learntoremaincalmunderpressureandalwaysshowstrength, evenwhenindoubt.Rememberthatappearancesspeakvolumes.Presentyourselfwith confidenceandyouwillautomaticallyfeelstronger.Remindyourselfthatyouareavaluable assetandanycompanyyouworkforisluckytohaveyou. Alwayskeeplearning Nothingbuildsyourprofessionaldesirabilitymorethanexpandingyourskillset.Bycontinuing togrowandlearn,youwillonlyimproveyourcareerprospects.KeepingyourSMARTgoalsin mind,considerwhatskillswouldbehelpfultoyou.Reviewthe9corecompetenciesandsee whichyoufeelareyourweakest.Findwaystoimproveyourabilitiesthroughlearning.

Therearemanywaystolearnanewskill.Obviously,youcanenrollinaclassatthelocaljunior collegeorthroughaprivatelearningfacility.Ifyoudonthavethetimeorfinancialabilitytodo this,dontworry.Thereareplentyofinexpensivewaystolearnusingselfeducationtoolslike booksandonlinetechnology.ReviewtheOnlineEducationalToolsfoundintheResources Sectionandcheckoutsomeofthesuggestedreadingfoundthroughoutthisebook(and consolidatedintheResourcesSection). Feelcomfortablewithyourvoice Getcomfortablespeakingwithprofessionalsandvoicingyourideasandopinions.Your thoughtsarevaluableandyouneedtobecapableofsharingthemwithpeoplewhomaybe intimidatingordifficulttoapproach. Practiceyourconversationalskillsandlearntospeakinpublic.Dowhateveryoucantobecome relaxedandateasewhencommunicatinginaprofessionalenvironment.Yourabilityto accuratelyandeloquentlypresentyourthoughtsandopinionswillsignificantlyimpactyour career.Thiswillbenecessaryineveryphaseoftheprofessionalcycle:fromtheinterviewto evaluations;frombrainstormingsessionstopresentingyourideas;fromnegotiatingsalaryto askingforapromotion.Thereisnothingthatwontbenefitfromimprovedcommunication skills. Ifyourcommunicationskillscouldusealittlework,considertakingsomecoursesorjoininga Toastmastersgroupinyourarea.Donthesitatetopracticewithyourfriendsandfamily.Ifyou haveanimportantconversationcomingup,dontgointoitwithoutaplan.Wehaveallcometo believe(fromwatchingtoomuchTVandmovies)thatgreatandpowerfulspeechesaregiven offthetopofoneshead.Thissimplyisnttrue.Ifyouhavesomethingimportanttosay,think aboutit,writeitdown,practiceit.Communicationisanaturalgiftforsomebutalearnedskill forothers.Donttakeitlightly. Setcomfortablebutrealisticboundaries Itcanbedifficulttofindtheappropriatebalancebetweenworkandlife.Toooften,peoplefind thattheygetsuckedintoworkingallhoursbecausetheythinkitstheonlywaytoprove themselves.Dontletyourdesiretosucceedprofessionallynegativelyimpactyourpersonallife. Thiscanbedangerousforbothmentalandphysicalhealth.Yes,sometimesitwillbenecessary tomakesmallsacrificesinordertobepartoftheteamoraccomplishaspecialproject.Just dontmakeahabitofit.Decideearlyoninyourcareerwhatyourprioritiesare.

Createclearboundariesthatarecomfortableandrealistic(forbothyouandyouremployer) fromthebeginning. Unfortunately,thereisnoperfectbalancethatworksforeveryone.Youmustdeterminewhatis appropriateforyou,yourfamilyandyourcareer.Byknowingyourpersonalboundariesand settingthelimitsearlyon,youcanachieveyourdesiredbalance.
RecommendedReading
CrucialConversations:ToolsforTalkingWhenStakesareHighbyKerryPatterson, JosephGrenny,RonMcMillan,AlSwitzlerandStephenR.Covey LifeisNotWork,WorkisNotLife:SimpleRemindersforFindingBalanceina24/7World byRobertK.Johnston HowtoSayItForWomen:CommunicatingwithConfidenceandPowerUsingthe LanguageofSuccessbyPhyllisMindell TheMagicLamp:GoalSettingforPeopleWhoHateSettingGoalsbyKeithEllis FromOfficeArrowHowtoSetEffectiveGoalsbyChrissyScivicque

BuildingaSolidStructure
Thestructureyouarebuildingisyourownsuccess.Inordertodothis,youwillneedan organizedplan.BecominganEffectiveExecutiveAssistantisabouttakingaction.Thereare certainstepsyoucantakeintherolethatwillhelpyouachievesuccess.Usetheconceptslisted hereasablueprintforcreatingyourplanbutdonotlimityourselftotheseideasalone.This shouldbeseenasajumpingoffpoint.
DefineYour Position
Establish Professional Standards
Develop Routines
The Structure
Prioritize Createa Network
BuildYour Armor

Clearlydefineyourpositionwithintheorganization TheEApositionoftenbecomesanamalgam(amishmash)ofmiscellaneousadministrative duties.Thiscanmakeitdifficulttoprioritizethevarioustasksexpectedofyou.Itcanalsomake ithard,ifnotimpossible,tomaintainanappropriatefocusthroughouttheday. Toavoidconfusion,workwithyourbossand/orHRrepresentativetoestablishaclearand concisedescriptionofyourrolesandresponsibilities.Removeallambiguityandcreatedistinct, achievablegoalstohelpyoutrackwhenyouaresucceedingandwhenimprovementisneeded. Theseshouldbeobjectivestandardsthatcanbeeasilymeasured(notsubjective,meaning basedonpersonalopinionsorfeelings). Itiseasytogetboggeddownintasksthatshouldbehandledbyotherindividuals.Withouta cleardefinitionofyourposition,itwillundoubtedlyhappen.Ofcourse,mostpeoplewanttobe viewedasamemberoftheteam.Eventhoughyourmainresponsibilityistotheexecutiveyou assist,youarestillpartofthelargerorganization.ItisunderstandablethatEAsoftenendup takingonvarioustasksthatarenotspecificallyintheirjobdescription.You(andyourboss)will needtodetermineyourlimitsinthisregard.Beingapartoftheteamdoesnotmeanyour positionshouldbecomeadumpinggroundformiscellaneoustasks. Developyourroutines OrganizationisakeyskillforperformingthedutiesofanExecutiveAssistant.Asyoubecome familiarwithyourdaytodayactivities,youwillwanttocreatestandardproceduresforgetting thingsdone.Thismeansdevelopingroutines,templates,checklists,andotherguidestohelp keepyouontrackandpreventyoufromhavingtorecreatethewheeleachtimeataskisto beperformed.Inanyjob,youwillfindthatmostactivitiesaredonewithsomeregularity; however,severalweeksorevenmonthsmaypassbetweeneachtimeagivenactivitytakes place.Duringthatperiod,itseasytoforgetthestepsinvolved. Creatingstandardprocessesisawayofbeingproactive.Ithelpspreventfutureproblemsthat couldwastetimeandcausefrustration.Afterall,youvealreadydonetheworkonce;dont stressyourselfouttryingtorememberwhatyoudidandhowyoudidit.Writeitdownand createusefultoolstosimplifytheprocessforthefuture.Createnotesforvariousprojects aboutwhatworkedandwhatdidntevenifyoubelievetheprojecttobeaonetimething. Chancesare,somethingsimilarwillcomeupinthefutureandthosenotescouldbean invaluableresource.Or,youmayfindthatanewprojectcouldbenefitfromthetoolsand processesofacompletelyunrelatedproject.Remembertotreateverythingasalearning experienceanddontexpecttobeabletorememberitall.Makeyourcheatsheetsandstudy guidessonothingislostalongtheway.

Techniques Generallyspeaking,aspiralnotebookisoneofthebesttoolsfortrackingthe progressofwork.Eachday,openanewpage(inorder),writethedateontop, andusethispagefornotesthroughouttheday.Dependingontheamountofworkyouare doing,itmightbeagoodideatouseanewnotebookforeachmonth.Besuretokeepold notebooksforreference! Youmayfinditusefultocreateworksheetstotrackyourdailyflowoftasks.Thesecanbe excellentorganizationaltoolsandcanalsobeusefulforreferenceinthefuture.Onceeachof theitemsonthepageismarkedascomplete,thesheetshouldbestoredforfuture reference.Shouldsomeonehaveaquestionregardingaparticulartask,itiseasytoseethe progressionofworkthattookplacebylookingattheworksheet.ConsiderusingtheTask ManagementworksheetprovidedintheResourcesSectionofthisebook. Creatingamindmapisanothervaluabletoolforplanningandorganizing.Amindmapis visualinterpretationofaprojectwhichallowsyoutodiagramthestructureofit.Itisauseful wayofarrangingyourthoughts,especiallyifyouareavisuallearner.Youcanusethistotrack thevariouspartsofajoborassignmentwhileclearlyconceptualizinghowonepieceinteracts withanother.YouwillfindanexampleofHowtoMapaProjectintheResourcesSectionofthis ebook. Ifyourelookingforsomehightechorganizationaltools,besuretocheckoutthevarious optionsintheOnlineOrganizationsectionoftheResourceGuideinthebackofthisebook. Createyournetwork Mostlikely,theexecutivesyouworkwithareinvolvedinsomekindofastructurednetworkof professionalassociates.Therearemanydifferentnamesforthis.SomearecalledMasterMind GroupsorBestPracticesGroupsorAllianceGroups.Whatevernameitgoesby,theideais verysmart:gathercolleagueswhoallhaveaninterestinimprovingtheirworkandcreatea forumtoshareideas,brainstormandlearnnewtechniques.Almosteverysuccessfulleader youllevermeetwillbeamemberofagrouplikethis.

AsanEA,thereareonlyafewexistinggroups.First,utilizeOfficeArrow.comtolearnstrategies forsuccessandmeetotherlikemindedindividualsinsimilarpositionsthroughouttheworld. There,youcanconnectandcollaboratewithofficeprofessionalsjustlikeyou,askquestionsof othersandshareyourprofessionalexperiences.OfficeArrowalsogivesyoutheabilitytocreate groupssoconsiderjoiningorstartingagroupforpeoplewhoworkinasimilarindustryas you.Additionally,youcanjoinorstartagroupforthosewholiveandworkinyourarea. Anothergreatwaytomeetfellowexecutiveassistantsisthroughcontinuingeducation.Classes, workshopsandseminarsareexcellentplacestomeetotherprofessionalsinyourareawhoare interestedingrowingtheircareers.CheckouttheResourcesSectionforalistofproviders. Youcanalsobegintogrowyournetworkbyjoiningprofessionalgroupsandassociationsinyour area.YoucanfindalistofexistinggroupsandassociationsintheResourcesSection. Unfortunately,manyofthesegroupsarenotthemostsophisticated.However,they occasionallyhostlocalmeetingsandseminarsthatmayhelpyougettoknowothersinyour community.ConsiderjoiningalocalWomeninBusinessgrouporYoungBusiness Professionalsgroupaswell.Whateverinterestsyou,thereisprobablyagroupthatexists.You canfindthemeasilybysearchingonline.Manyofthesegroupsalsoprovideeducational workshopsandseminars.Andrememberthatyoucanstartyourownlocalgroupbyutilizing OfficeArrow. Oneofthebestwaystocreateyournetworkistoconnectwithotherexecutiveassistantsthat youalreadyworkwiththosewhoassistthepeopleinyourbosssnetwork.Seekoutthe assistantsofthelocalprofessionalsyourorganizationinteractswithonaregularbasis.Most companieshaveprofessionalalliancespeopletowhomtheyreferbusinessandfromwhom theyreceivereferrals.Theexecutivesofyourcompanyhavealreadyestablishedarelationship withtheseprofessionalssoconnectingwiththeirassistantsshouldbefairlyeasy,evenifyouve neverspokenwiththembefore.Simplyintroduceyourselfandpassalongyourcontact information.Letthemknowyouareinterestedincreatinganetworkoftrustedpeoplethatare inasimilarposition,whocancalloneanothertogetadvicewhentheyrestuck,help brainstorm,orsimplycommiseratewhentheyrehavingaroughday.Mostpeoplewillbe thrilledtofindagrouplikethis. Besuretoletyourbossknowyouareinterestedinreachingouttoothersinthisway.Assure himorherthatallconversationswillbekeptgeneralsoasnottobesharingsensitivecompany information.Iftheideaispresentedproperly,heorsheshouldhavenoproblemwithit.

Remembertoorganizeyourcontactinformationinaneffectiveandefficientway.Keepall informationinacentrallocationsuchasMSOutlookorinarolodex.Itshelpfultomakenotes regardinghowyoumettheperson,whatyoutalkedabout,andanyotherinformationthatmay beusefulinfutureconversations. Buildyourarmor TheExecutiveAssistantpositioncanbestressfulandintense.Letsfaceit:mostleadersare TypeApersonalities,meaningtheyaredriven,focusedanddeterminedtogetthejobdone. MostTypeApeopleareveryhighenergyandfastmoving,oftenworkingonmanyprojectsat once.Assistinganindividuallikethiscanbefrustrating.Youmustbecapableofmanagingsuch behaviorandlearntonottakeitpersonallywhentheintensityturnsnegative(asitinevitably willfromtimetotime). Ifyourbossisaworkaholic,createveryclearboundariestoavoidbeingsuckedintoan overwhelmingschedulealongsidehimorher.Topexecutivesoftenlosesightoftheprecious worklifebalancebutthatdoesntmeanyouhaveto.Ifyouveproperlylaidyourfoundation, youwillhavesetupappropriateandcomfortableboundariesearlyon. Itisalsoimportanttoemploystressmanagementtechniquestohelpyoucreateanemotional shield.Workingwithpowerfulpeoplecanbeintimidating.Bylearninghowtomanageyourown internalstressyouwillpresentastrongexterior,whichiswhatthejobdemands. Prioritize Appropriatelysettingprioritiesisadifficultbutessentialtask.Whenfacingastackofthirty tasks,prioritizingisnotaseasyasaskingyourself,Whichtaskisthemostimportant?Theyre allimportant.Andtypically,theyareallurgenttoonedegreeoranother.Understandingand clearlyrecognizingthedifferencebetweenthesetwothingsimportanceandurgencyisone ofthemosthelpfultoolsinprioritizing.Rememberthatjustbecausesomethingisimportant,it isntnecessarilyurgentandviceversa.Dontfallintothetrapofbelievingthatthetwoare intrinsicallyentwined. Theprocessofsettingprioritiesinvolvesacarefulweighingofthetimeinvolvedtocomplete thetaskversustheresultingvalueofthecompletedtask(theconsiderationofimportance versusurgency).Realistically,youmustrememberthatyousimplycantdoeverythingallthe time.Somethingsmustgetdelayedordelegated. Considerthefollowingwhenestablishingpriorities:

TimeConsiderations Approximatelyhowlongwilleachtasktaketocomplete? Whatarethevariablesorunexpectedthingsthatmaydelayeachtask? Whichtaskshavefirmnonnegotiabledeadlines?Whataretheconsequencesofa misseddeadline? Doanytasksrequiretheassistanceofothers?Whatistheavailabilityandefficiencyof thosepeople? Whatarethebarriersorrestraintstoaccomplishingeachtaskbudget,time, resources? ValueConsiderations: Whichtaskshavethemostdirectimpactonthebusiness? Areanytasksabletobeappropriatelydelegatedtootherteammembers? Whichtaskshavethemostnegativeimpactifnotcompleted? Whichtasksimpactthecompletionofothertasks?Whatistheircombinedvalue? Whoisimpactedbythistaskindirectlyand/ordirectly? Whataretheconsequencesifthistaskdoesnotgetdone? Whatgoalisthistaskhelpingachieve?Whatisthevalueofthatgoal? Therearenohardandfastrulestosettingprioritiesexceptthatflexibilityisessential. Prioritieschangeandshiftwithtimeandcircumstance.Consideringtheaboveitemswillaidyou intheprocess,butultimatelythedecisionisyourstomake.Usegoodjudgmentanddontbe afraidtoaskforguidancewhenneeded. Establishyourprofessionalstandards Thetermprofessionalstandardsreferstothequalityofyourwork.Inanyprofessional environment,peopleareofteninundatedwithdiscussionsaboutefficiencyandtheabilityto multitask.Whilethesethingsareundoubtedlyimportant,alltoooftenthetopicofqualityis ignored.Dontgetsowrappedupingettingthingsdonethatyousacrificequalityforefficiency. Setyourprofessionalstandardsconsistentlyhigh.Thereisnoreasonthatyoucantbeefficient whilestillproducingahighqualityofwork. Becautiousofunrealisticexpectationssuchasdeadlinesthatrequireyoutocutcornersin ordertomeetthedemand.Confrontthesetypesofsituationsimmediatelyanddonotallow yourselftobepushedintothiskindofbehavior.Itwillonlyworkforashortperiodoftime.In thelongrun,workthatisdonequicklybutpoorlywillnothelpyou(orthebusiness)achieve yourestablishedgoals.

Professionalstandardsalsoreferstoyoureverydaybehaviororyourbusinessetiquette. PerformingyourworkinaprofessionalmannerisacriticalpartoftheEAjob.AsanEA,you representtheexecutiveyouassist.Theimageyoupresentandthewayyouinteractwith peoplearedirectreflectionsofyourboss.Ingeneral,itisalwayssafetoerronthesideof cautionandbeoverlyformalinthisposition.Dontruntheriskofmakingabadimpressionby lookingunprofessional.Rememberthatyouareplayingaroledoyourbesttolookandactthe part. Forexample,itisusuallyrecommendedthat,whengreetingclients(orpotentialclients)and professionalassociatesintheoffice,youdonotusetheirfirstnames.Instead,useMr.or Ms.Thisisespeciallytrueifyouareyoungerthanthepersontowhomyouarespeaking.This willgivethemtheopportunitytogiveyoupermissiontobemorefamiliarandusetheirfirst namesiftheysodesire. Hereisanotherexample: AsanEA,youaregenerallyrequiredtobeagatekeeper,screeningcallstoensurethatonly thecriticalonesgetthroughtoyourboss.Salescallsareusuallyfairlyeasytoweedout. However,withclientsorbusinessassociates,youwillsometimeshavetodoabitofproddingto findoutwhoiscallingandwhy.Often,theissuesthatpeoplewanttodirecttothebossare thingsthatcanbemoreeffectivelyhandledbyothersintheoffice.Clientsmostlyjustwantthe assuranceofhavingtheheadhonchohandletheirsituation.Itiscriticalthatthesecallsare handledwithpoiseandprofessionalism;otherwisepeoplecanendupfeelingdisrespectedand screened.Ifyouhavebeeninthepositionforawhile,itsusuallyeasiertogetinformation frompeoplecalling.Theywillknowwhoyouareandtheywillfeelconfidentthatyoucan handlethesituationyourself,directthemtothecorrectperson,orgetthemthroughtothe boss.Youwillneedtocreateaprofessionalstandardforhowyouwillhandlethescreening processsothatyoucangettheinformationyouneedwithoutoffendinganyone. Considerthefollowingphonecall: Client:Hi,canIpleasespeakwithRonPeterson? EA:Whoscallingplease? Client:JackWilson. EA:Hesnotavailable.Illsendyoutohisvoicemail.

Isthisaprofessionalstandardyouwanttosetforyourself?DidtheEAaboveprovidegood customerservice?Didhe/sherepresentahighlevelofquality?Didhe/sheprojecta professionalimagethattheirbosswouldfeelisanhonestreflectionofhimorher?Youcould probablyarguethattheEAgotthejobdonehe/shewaseffectiveinscreeningthecall.And theEAwaspoliteenough.Buttheclientprobablyfeltscreened.Afterall,theEAwaiteduntil aftersheknewwhowascallingtosaythatthebosswasnotavailable.Then,shedidnttryto helpanddidntevenaskiftheclientwantedtoleaveavoicemail.Shesimplysenthimaway. Now,considerthisphonecall: Client:Hi,canIpleasespeakwithRonPeterson? EA:Idbehappytocheckandseeifhesavailable.MayIaskwhosespeaking? Client:JackWilson. EA:HiMr.Wilson.WillRonknowwhatthisisregarding? Client:Yes,itsaboutourmeetingnextweek. EA:Great.Illseeifhesavailable. Atthispoint,theEAhasenoughinformationtomakeadecisionherselforshehasthe opportunitytoaskthebossifheorshewouldliketotakethecall.Letssaythecallisnot critical. EA:Mr.Wilson,hesinameetingatthemoment.Isthereamessageyoudlikemetopassonto himregardingyourmeetingnextweek?Ormaybesomeoneelseintheofficecanhelp? Client:Actually,maybeMichaelwillhavethisinformation.Canyoutransferme? EA:Absolutely. Anditsthatsimple.TheEAhasforwardedthecallontosomeoneelsewhocanhelp,theclient doesntfeelscreened,andtheissueisbeingresolved. Generally,youwanttoknowwhatphonecallsyourbossisexpectingatanygiventime.You shouldalsoknowwhohewantstobeinterruptedforandwhohewouldrathernotspeakto unlessitsanabsoluteemergency(ormaybenoteventhen!).Ifyoudontknowthesethings, youabsolutelymusthavethisconversation. HandlingthephonesisonlyonesmallpartoftheEArolebutitsanexcellentwayto demonstrateprofessionalstandards.Youcangetthejobdoneinmanydifferentways.Butyou

wanttobesurethatyouarechoosingstandardsthatarehighqualityandthatreflectwellon theexecutiveyouassist.
RecommendedReading

GettingThingsDone:TheArtofStressFreeProductivitybyDavidAllen HowtoWinFriendsandInfluencePeoplebyDaleCarnegie TheEtiquetteAdvantageinBusiness:PersonalSkillsforProfessionalSuccessbyEmily PostandPeterPost TheOrganizer:SecretsandSystemsoftheWorldsTopExecutiveAssistantsbyAnna CarinJean FromOfficeArrow:HowtoMapaProjectbyChrissyScivicque FromOfficeArrow:OvercomingIntimidationbyChrissyScivicque
LongTermCareandMaintenance
Onceyouvecreatedasturdyfoundationandbuiltasolidstructureforyoursuccess,youmust showitcontinuouscareandattention.Ahousethatiswellbuiltbutnotcaredforwill eventuallyhaveproblems.Theroofwilltheleak,thefoundationwillcrack.Eventhemostsolid structurecannotsustainitselfwithoutregularmaintenance.
Trackyourprogress Animportantpartofachievingsuccessistheevaluationprocess.Asyoupursueyourgoals,take timetoregularlyreviewyourprogressandyourlevelofpersonalandprofessionalsatisfaction. Areyoumakingconsistentstridestowardsachievingyourgoals? Areyoufollowingatimeframethatwillleadyoutoatimelyresult? Areyoustillfeelingconfidentthatthisisthedirectionyouwanttobeheading? PulloutthewrittenSMARTgoalsyoucreatedforyourselfandconsiderwhereyouareinthe processofachievingthem.Doyouneedtoreformulatesomeofthem?Aretheresomethatare nolongerappropriate?Dontbeafraidtoreworkyourgoals.Lifecircumstanceschange.

Yourgoalscanandshouldadapt.However,dontmakeexcusesforwhyyouhaventkeptup withthem.Behonestwithyourself.Thegoalsyousetwillnotachievethemselves. Setaweeklyappointmentwithyourselftophysicallysitdowninprivateandlookatyourgoals. Thisshouldnotbeascaryevent.Useitasawayofrefocusingyourenergy.Itseasytoget sidetrackedbythedaytodayactivitiesoflifeandforgetabouttheoveralldestination.Take timetocloseyoureyesandseewhatyouwant.Refineyourplansforhowyouwillgetthere andconcentrateyourenergyontheexecutionofthoseplans. Technique HoldregularStateoftheUnionmeetings ThetermStateoftheUnionisbeingusedtodescribetheconceptofatwowaydiscussion regardingtheoverallconditionofthepartnershipbetweenyou,theassistantandyourboss, theexecutive.Itisaforumforbothpartiestocommunicatetheirfeelingswhatisworkingand whatisnt;howthingscanorshouldbeimproved.Thisisnotagripesession.Rather,itisa timetoevaluatewhatishappeningandmakesurethatasatisfactorylevelofmutualbenefitis beingachieved.Itisalsoatimetoreviewthemutualgoalsandyourprogressinachievingthem. ItisrecommendedthatStateoftheUnionmeetingstakeplaceatleastonceamonth.Itis possibletoholdthemmorefrequently,especiallyiftherelationshipissomewhatrockyorif thereisasubstantialamountofchangehappeningwithinthebusiness.Themeetingsshouldbe scheduledasrecurringappointmentsandeveryeffortshouldbemadetoavoidrescheduling. Thisshouldbeseenasapriorityandtheappointmentasafirmcommitmenttotheongoing improvementoftherelationship. Bepatient Dontgetinahurrytomakethingshappen.Successisalongroad.Therewillbesetbacksand unexpecteddetours.Itsimportantthatyouremainpatientandfocused.Dontlookforquick fixes;theyaresurelyschemesthatwillonlywasteyourtimeintheend.Remainsteadyand strongandeventually,youwillcreateyoursuccess.Itwontalwaysbeexactlywhatyouexpect, butyouwillgetthere.

RewardSuccess Rememberthatsuccesstakeshardwork,somaketimetorewardyourself.Dontdependon otherstotellyouwhenyouvedoneagoodjobbecauseitwontalwayshappen.Ifyourelucky, youllworkforanorganizationthatpraisesyouandgivesgenerousrewardsforyourhardwork. Butthatsnotalwaysareality.Evengreatcompaniesandgreatpeoplewilloverlookyourwork attimes.Thatsthenatureofbusiness.Hardworkisexpected.Justrememberthatyouare workingtoachievegoalsforyourself,andnooneelse. Giveyourselfapatonthebackonceinawhile.Acknowledgeallyouhavedone.Dontletlack ofrecognitionmakeyouloseconfidenceinyourself.Successisearned.Takeyourselfouttoa nicelunch,getamassage,orbuyanewoutfit.Dosomethingthatsays,Iworkedhard.I deserveit! Ofcourse,theresnothingwrongwithoccasionallytootingyourownhorn.Ifyoufindthat youareconsistentlygoingoverandbeyondyetnevergettingrecognitionforit,speakup!YOU shouldalwaysbeyourbiggestfan.Cheeryourselfonandshareyourenthusiasm.Youaretotally worthit.
RecommendedReading

Unstoppable:45PowerfulStoriesofPerseveranceandTriumphfromPeopleJustLike YoubyCynthiaKersey TheMagicLamp:GoalSettingforPeopleWhoHateSettingGoalsbyKeithEllis DoIt!LetsGetOffOurButtsAGuidetoLivingYourDreamsbyJohnRogerand Mcwilliams FromOfficeArrowTheSuccessFormula:MaketheCommitmentbyChrissyScivicque
Part4
Resources
Wedontknowamillionthofonepercentofanything. ThomasA.Edison,USinventor (18471931)

WebResources
Connect,Collaborate,AskQuestions,GetAnswers OfficeArrow www.officearrow.com OnlineEducationalTools MassiveFreeEducationList www.jimmyr.com/free_education.php TEDIdeasWorthSpreadingwww.ted.com IVillagewww.ilearn.ivillage.com HelpfulVideo www.helpfulvideo.com ExpertVillage www.expertvillage.com Vidipedia.org www.vidipedia.org BerkeleyWebcastswww.webcast.berkeley.edu/courses.php MITWebcourseshttp://ocw.mit.edu/OcwWeb/web/courses/courses/index.htm CarnegieMellonsOpenLearningInitiative www.cmu.edu/oli JohnHopkinsOpenCoursewarehttp://ocw.jhsph.edu/topics.cfm NotreDameOpenCoursewarehttp://ocw.nd.edu/eduCommons/Courses_listing UCLAPodcastswww.bruincast.ucla.edu StanfordonItuneshttp://itunes.stanford.edu Wikiversityhttp://en.wikiversity.org/wiki/Wikiversity:Browse Flashcardswww.flashcardexchange.com TheTeachingCompanyhttp://www.teach12.com/teach12.asp EBooksandAudio FreeEBookswww.freeebooks.net AudioBookswww.podiobooks.com FreeAudioBookshttp://librivox.org FreeAcademicTextbookswww.textbookrevolution.org

WritingTools FreeDictionarywww.thefreedictionary.com FreeTranslationwww.translation2.paralink.com FreeThesauruswww.thesaurus.reference.com FreeEncyclopediawww.reference.com GuidetoGrammarandStyle www.andromeda.rutgers.edu/~jlynch/Writing VerbConjugationwww.scientificpsychic.com/verbs1.html APACitationStyleHelpwww.owl.english.purdue.edu/owl/resource/560/01 MLACitationStyleHelpwww.owl.english.purdue.edu/owl/resource/557/01 AcronymFinderwww.acronymfinder.com OfficeTools WorldClock www.timeanddate.com/worldclock Calculator www.math.com/students/calculators/source/basic.htm UnitConvertorwww.digitaldutch.com/unitconverter CurrencyConverterhttp://www.xe.com/ucc ZipCodeLookupwww.zip4.usps.com/zip4/welcome.jsp DoNotCallRegistrywww.donotcall.gov/default.aspx TelephoneDirectorywww.infospace.com YellowPageswww.yellow.com Weatherwww.weather.com UPSwww.ups.com USPSwww.usps.com FederalExpresswww.fedex.com DHLwww.dhl.com/splash.html Docusignwww.docusign.com Travel Airportswww.smilinjack.com/airports.htm Embassieswww.embassyworld.com Airline/Hotel/RentalCarwww.kayak.om www.orbitz.com www.travelocity.com www.expedia.com

www.cheaptickets.com RoutePlannerwww.mapquest.com www.maps.google.com OnlineOrganizationTask,timeandprojectmanagement Backpackwww.backpackit.com Stikkitwww.stikkit.com Webnotewww.aypwip.org/webnote TheOnlineCEOwww.theonlineceo.com TaDaListwww.tadalist.com RemembertheMilkwww.rememberthemilk.com Todoistwww.todoist.com Vood2Dowww.voo2do.com Toodledowww.toodledo.com OrchestrateHQwww.orchestratehq.com Jottwww.jott.com SandytheAssistantwww.iwantsandy.com Highrisewww.highrisehq.com Basecamp www.basecamphq.com iOrganize www.brunoblondeau.com/iorganize Bubbl.us www.bubbl.us Lazybase www.lazybase.com Quickbase www.quickbase.com iOutliner www.ioutliner.com Harvest www.getharvest.com MeetingsandCollaboration Campfirewww.campfirenow.com GoToMeetingwww1.gotomeeting.com Demofusewww.demofuse.com DimDimwww.dimdim.com Prezentitwww.prezentit.com Slideburnerwww.slideburner.com

Spresentwww.spresent.com/v2 Thumbstackswww.thumbstacks.com Viewbookwww.viewbook.com Wrikewww.wrike.com DocumentsandTemplates OfficeArrowTemplateswww.officearrow.com/forums/templatesdocuments MicrosoftOfficewww.office.microsoft.com/enus/templates DIYPlannerwww.diyplanner.com TemplateCentralwww.templatecentral.com DocStocwww.docstoc.com Gazhoowww.gazhoo.com Scribdwww.scribd.com Classes,Workshops,Seminars,andConferences FredPryorSeminarswww.careertrack.com/index_body.asp FranklinCoveywww.franklincovey.com/fc/training_and_consulting ToastmastersInternationalwww.toastmasters.org PerformanceInstitute www.performanceweb.org ProfessionalGroupsandAssociations InternationalAssociationofAdministrativeProfessionalswww.iaaphq.org TheAssociationofExecutiveandAdministrativeProfessionalswww.theaeap.com AmericanBusinessWomensAssociationwww.abwahq.org WomensBusinessMastermindGroupwww.womensbusinessmastermind.com

ConsolidatedRecommendedReadingList Part1:DefiningtheEffectiveExecutiveAssistant
The7HabitsofHighlyEffectivePeoplebyStephenR.Covey The8thHabitbyStephenR.Covey TheSuccessPrinciples:HowtoGetfromWhereYouAretoWhereYouWanttoBeby JackCanfield SimplyPut:HowtobeaGoodExecutiveAssistantbyChrissyScivicque BuildingaPartnershipwithYourBoss:ATakeChargeAssistantBookbyJerryWisinski TheValuableOfficeProfessional:ForAdministrativeAssistants,OfficeManagers, Secretaries,andOtherSupportStaffbyMichelleBurke ManagingUp:HowtoForgeanEffectiveRelationshipWithThoseAboveYouby RosanneBadowski ManagingUpbyChrissyScivicque ResumeMagic:TradeSecretsofaProfessionalResumeWriterbySusanBritton Whitcomb CoverLetterMagic:TradeSecretsofProfessionalResumeWritersByWendyS.Enelow andLouiseKursmark ThePathfinder:HowtoChooseorChangeYourCareerforaLifetimeofSatisfactionand SuccessbyNicholasLore HowtoBreakintoaNewCareer(withNoExperienceintheField)byChrissyScivicque
Part2:ExploringthePosition
BecomeAnInnerCircleAssistantbyJoanBurge TheNewExecutiveAssistant:AdviceforSucceedinginYourCareerbyMelbaJ.Duncan BeaKickassAssistant:HowtoGetfromaGruntJobtoaGreatCareerbyHeatherBeckel TheRelationshipBetweenExecutiveandAssistantbyChrissyScivicque
Part3:CreatingSuccess
CrucialConversations:ToolsforTalkingWhenStakesareHighbyKerryPatterson, JosephGrenny,RonMcMillan,AlSwitzlerandStephenR.Covey LifeisNotWork,WorkisNotLife:SimpleRemindersforFindingBalanceina24/7World byRobertK.Johnston HowtoSayItForWomen:CommunicatingwithConfidenceandPowerUsingthe LanguageofSuccessbyPhyllisMindell

TheMagicLamp:GoalSettingforPeopleWhoHateSettingGoalsbyKeithEllis HowtoSetEffectiveGoalsbyChrissyScivicque GettingThingsDone:TheArtofStressFreeProductivitybyDavidAllen HowtoWinFriendsandInfluencePeoplebyDaleCarnegie TheEtiquetteAdvantageinBusiness:PersonalSkillsforProfessionalSuccessbyEmily PostandPeterPost TheOrganizer:SecretsandSystemsoftheWorldsTopExecutiveAssistantsbyAnna CarinJean HowtoMapaProjectbyChrissyScivicque OvercomingIntimidationbyChrissyScivicque Unstoppable:45PowerfulStoriesofPerseveranceandTriumphfromPeopleJustLike YoubyCynthiaKersey TheMagicLamp:GoalSettingforPeopleWhoHateSettingGoalsbyKeithEllis DoIt!LetsGetOffOurButtsAGuidetoLivingYourDreamsbyJohnRogerand Mcwilliams
Worksheets
SMARTGoalWorksheet
TodaysDate:_______________TargetDate:______________StartDate:_______________ DateAchieved:_______________

Goal:_________________________________________________________________________ VerifythatyourgoalisSMART Specific:Whatexactlywillyouaccomplish? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Measurable:Howwillyouknowwhenyouhavereachedthisgoal? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Achievable:Isachievingthisgoalrealisticwitheffortandcommitment?Haveyoutheresources toachievethisgoal?Ifnot,howwillyougetthem? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Relevant:Whyisthisgoalsignificanttoyourlife? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Timely:Whenwillthisgoalbeachieved? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
2008OfficeArrow.com
SMARTGoalWorksheet
Thisgoalisimportantbecause: ______________________________________________________________________________ ______________________________________________________________________________ Thebenefitsofachievingthisgoalwillbe: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ TakeAction! PotentialObstacles PotentialSolutions ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ Whoarethepeopleyouwillasktohelpyou? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SpecificActionSteps:Whatstepsneedtobetakentogetyoutoyourgoal? What? ExpectedCompletionDateCompleted ____________________________________ __________ _________ ____________________________________ __________ _________ ____________________________________ __________ _________ ____________________________________ __________ _________ ____________________________________ __________ _________ ____________________________________ __________ _________
2008OfficeArrow.com
TaskManagementWorksheet
Date Task ResultsExpected Assigned Date By Due Comments/Followup
2008OfficeArrow.com
HowtoMapaProject
ProjectDescription SMARTGOALS StatedPurpose EstimatedExpense EstimatedIncome ProjectedNetProfits
Tasks/SubTasks
Continuous Tracking
Budget Schedule
Overview
Project
ContinuousTracking
Team
Who? DefineRoles DefineResponsibilities
Status Resources
AdvancedTasks OnTrackTasks DelayedTasks
Notes
WhatEquipment? HowMuch? ByWhen? Separatenotebooksforseparate projects PrepareaFinalAnalysistoreview what worked/what didnt
2008OfficeArrow.com

The Effective Executive Assistant

Uploaded by

Copyright:

Available Formats

You might also like

The Effective Executive Assistant

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

The Effective Executive Assistant

Uploaded by

Copyright:

Available Formats

TheEffective ExecutiveAssistant

Iamsohappyyoudecidedtopurchasethisebook,TheEffective ExecutiveAssistant.Considerthisyourfirststeptowardsachievingthe longtermcareersuccessyouvebeendreamingabout.

Letsfaceit,beinganExecutiveAssistantisntaboutmoneyorglamour. Itsaboutprovidingvaluablesupporttoapersonandanorganization youbelievein.

Onethingisforsure:beinganEAisauniquepositionandittakesauniquesetofskillstoachievelong termsuccess.Itisnteasyanditisntalwaysfun.But,withtherighttools,itcanbeafulfillingand rewardingexperience.

Itdoestakeacommitmentonyourpart,though.Youmusthaveadrivetosucceed.Youmustwantto constantlyimproveyourabilities.Thispositionisalwayschanging.Newtechnologyandchangesin businesspracticesforceEAstoremainflexibleandlevelheaded,eveninthefaceofchaos.

IhopeyouwillcontinuetovisitOfficeArrow.comforinformationandguidance.Yourfeedbackisalways appreciated.Youcanemailmeatchrissy@officearrow.comorsendmeaprivatemessagethroughthe OfficeArrowwebsite.

2023 2426 2729

3037 3846 4749

5054 5556 57 5859 60 61

Copywrite2008byChristineScivicqueAllRightsReserved Donotcopyordistributewithoutpermission ThisebookisaproductofOfficeArrow.com