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_________
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
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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
Proactive
Anticipationof
Needs
The
Effective
Executive
Assistant
Communication
Skills
TeamPlayer
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
SallySmithSampleResume2
123AnyStreet
AnyTown,USA12345
Phone:(555)5555555
Email:anyone@anything.com
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.
(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.
(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
Createa
Network
Prioritize
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
DoIt!LetsGetOffOurButtsAGuidetoLivingYourDreamsbyJohnRogerand
Mcwilliams
FromOfficeArrowTheSuccessFormula:MaketheCommitmentbyChrissyScivicque
Part4
Resources
Wedontknowamillionthofonepercentofanything.
(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
HowtoSetEffectiveGoalsbyChrissyScivicque
GettingThingsDone:TheArtofStressFreeProductivitybyDavidAllen
HowtoWinFriendsandInfluencePeoplebyDaleCarnegie
TheEtiquetteAdvantageinBusiness:PersonalSkillsforProfessionalSuccessbyEmily
PostandPeterPost
TheOrganizer:SecretsandSystemsoftheWorldsTopExecutiveAssistantsbyAnna
CarinJean
HowtoMapaProjectbyChrissyScivicque
OvercomingIntimidationbyChrissyScivicque
Unstoppable:45PowerfulStoriesofPerseveranceandTriumphfromPeopleJustLike
YoubyCynthiaKersey
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
2008OfficeArrow.com
Comments/Followup
HowtoMapaProject
EstimatedExpense
EstimatedIncome
ProjectedNetProfits
ProjectDescription
SMARTGOALS
StatedPurpose
Tasks/SubTasks
Continuous
Tracking
Budget
Schedule
Overview
Project
Team
ContinuousTracking
Status
Resources
AdvancedTasks
OnTrackTasks
DelayedTasks
Who?
DefineRoles
DefineResponsibilities
Notes
WhatEquipment?
HowMuch?
ByWhen?
Separatenotebooksforseparate
projects
PrepareaFinalAnalysistoreview
what worked/what didnt
2008OfficeArrow.com

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