Republic of the Philippines

City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

EXECUTIVE
4/17/2024
ASSISTANT:
MASTERING THE
ART OF SUPPORT
 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

BIOGRAPHICAL SKETCH

Jephone L. Castigador, born on April 22, 1999, in San Francisco,

Quezon City, was raised by his grandmother, instilling strong values in

him. Excelling academically from elementary to high school, he held leadership roles

like SSG Treasurer. Engaged in community service and passionate about music, he

represents his school in singing competitions and participates in church choir ministry.

Currently pursuing a Bachelor of Science in Office Administration at Taguig City

University, Jephone serves as JOAS Treasurer. Scheduled to graduate in 2025, he's

dedicated to personal growth and community impact.

Chriselbeth E. Deldig is currently pursuing a Bachelor of Science in

Office Administration at Taguig City University, demonstrating a strong

dedication to learning and personal growth. In college, she excelled academically and

actively participated in extracurricular activities, including serving on the Junior Office

BSOA-A2021
Administration Society (JOAS) documentation committee. Her achievements include

winning the "Best Script Writer" award and ranking second in extemporaneous speech
AUTHORS:
competitions. Chriselbeth values cooperation and collaboration, understanding their
Castigador, Jephone
importance in achieving shared goals. With a passion for seizing opportunities for both
Deldig, Chriselbeth

personal and professional development, she is determined to makeJabonete,

the mostMichelle
of her
Patino, Donalyn
college experience and looks forward to a promising future.
Ponsica, Nicole Ann
Sadiwa, Mary Joy
Michelle M. Jabonete, a dynamic leader from North Signal, Taguig City,

finds comfort and inspiration in educational documentaries, music, and

dance. Actively engaged in community and personal growth, she

participates in empowerment-focused events and remains committed to developing her

community through various projects and programs. Michelle is a member of several

organizations, including P9 HOOD Organization, A1 Youth NSV branch, Hiraya

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

Kabataan ng North Signal, and JOAS, advocating for youth empowerment and

community enhancement. Pursuing a Bachelor of Science in Office Administration at

Taguig City University, she consistently excels academically and has earned accolades,

including making the Dean's Honor Roll each semester. Beyond academics, Michelle

has made her mark in beauty pageants, securing the title of 2nd Runner Up in Bb. CBM

2023 at Taguig City University, captivating audiences with her personality, intelligence,

and charm. Her story is one of aspiration, success, and engagement, serving as an

inspiration for embracing admiration in every aspect of life and empowering future

generations.

Donalyn F. Patino, born on January 4, 2000, at Manila Hospital,

embodies independence, hard work, responsibility, and genuineness,

traits she developed early due to coming from a broken family. These

qualities have served her well as a working student, spouse, and mother. Donalyn's

journey to success began in 2008 when she earned the title "Top 7 & Huwarang Bata."

Excelling academically, she received recognition as an honor student throughout high

school at Noah's Academy Inc. Graduating junior high school with honors in 2016, she

continued her success in college, receiving the "Best in Accounting 1" award in her first

year. Currently a third-year Bachelor of Science in Office Administration student at

Taguig City University, Donalyn is known for her academic performance and leadership

skills. She aims to graduate in 2025 and dreams of managing her own business in the

future.

Nicole Ann W. Ponsica, born on June 22, 2001, in Pasig City, enjoyed

a supportive upbringing surrounded by love from her family. A standout

from a young age, she excelled academically, earning top honors in kindergarten and

maintaining her status as an honor student throughout her education, culminating in her

graduation from Tipas National High School. Currently pursuing a Bachelor of Science

in Office Administration at Taguig City University, Nicole remains committed to her

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

academic journey despite facing challenges such as bullying, which she handled with

grace and forgiveness. Passionate about travel, she has explored various destinations,

indulging in her hobbies of songwriting, dance choreography, and fashion

experimentation. Nicole's aspirations include homeownership, entrepreneurship,

extensive travel, and a continuous embrace of new experiences, all while maintaining

her confidence and resilience.

Mary Joy B. Sadiwa, 22, from Taguig City, is dedicated to serving her

community. Balancing work for the City Government, serving as

Assistant Secretary of her Homeowners Association, and studying BS in Office

Administration at Taguig City University as a working student, she prioritizes continuous

learning. Despite facing challenges like early motherhood and personal loss, Mary Joy

embodies resilience and perseverance. She finds strength in community, never giving

up on her mission to make a positive impact. Outside of her commitments, she

cherishes being a furmom to her dog, Gucci, and focuses on self-care.

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

THE EXECUTIVE ASSISTANT: MASTERING THE ART OF SUPPORT

Abstract

This monograph "The Executive Assistant: Mastering the Art of Support" delves

into the critical role of executive assistants (EAs) within organizations, emphasizing their

importance in managing administrative tasks for high-level managers, CEOs, or

entrepreneurs. It highlights the varied responsibilities of EAs, including scheduling

appointments, coordinating meetings, managing calendars, arranging travel logistics,

and assisting with correspondence. This monograph discusses essential skills for EAs,

such as time management, communication, technology proficiency, critical thinking,

organization, and problem-solving. It emphasizes the importance of effective delegation

and fostering supportive working relationships between executives and assistants for

maximizing productivity. Additionally, it outlines tools and resources like email

management tools, team messaging apps, and video conferencing platforms that

enhance collaboration and efficiency in modern workplaces. Overall, this monograph

provides insights into the evolving role of executive assistants and offers guidance on

mastering this vital support position within organizations.

Introduction

An executive assistant, referred to as an EA, fulfills a crucial role within

organizations, working closely with high-level managers, CEOs, or entrepreneurs to

manage various administrative tasks ((Boolkah, 2023). While specific duties may vary

depending on the employer and industry, executive assistants typically handle

responsibilities such as scheduling appointments, coordinating meetings, managing

calendars, arranging travel logistics, and assisting with correspondence (Executive

Assistant Job Description: Top Duties and Qualifications, 2023). They play a pivotal role

in ensuring smooth operations and effective communication within the organization

(Selvarajan, 2023.

Common responsibilities of executive assistants include coordinating meetings,

managing calendars, scheduling appointments, arranging travel accommodations,

preparing expense reports, handling correspondence, and conducting research

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

(Executive Assistant Job Description: Top Duties and Qualifications, 2023). They also

play a key role in office organization and serve as liaisons between executives, clients,

colleagues, and other assistants.

Mastering the Fundamentals

This chapter explores the essential skills that form the foundation of an exceptional EA

Schmidt. (n.d.):

● Time-Management

Executive assistants frequently manage schedules for senior-level teams, utilizing

time management skills to ensure executives fulfill commitments and complete tasks

punctually. Effective time management entails prioritizing tasks, focusing on

essential ones initially and potentially delegating when deadlines are tight.

● Communication

Executive assistants engage in daily communication with supervisors, CEOs, staff,

and clients. Proficient verbal and written communication skills aid in understanding

instructions, addressing others' needs, scheduling, resource coordination, providing

updates, and drafting speeches for executives.

● Technology Skills

Executive assistants utilizes scheduling, data recording, and client information

management applications. Employers may expect proficiency or certifications in

these tools, or at least a willingness to learn new software as technology evolves

within the organization.

● Critical-Thinking
 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

Critical thinking is vital for executive assistants, who often devise innovative

solutions, make on-the-fly decisions, and strategize task completion. These skills

enable them to assess situations effectively and respond accordingly, such as

judiciously screening calls for a busy supervisor.

● Organization

Organization is indispensable for executive assistants, facilitating timely completion

of tasks and management of multiple projects simultaneously. These skills enable

efficient access to company information and require self-motivation and meticulous

attention to detail.

● Problem- Solving

Executive assistants play a pivotal role in problem-solving within organizations,

devising strategies to address issues like overspending. These skills come into play

when scheduling meetings and dealing with demanding clients as well.

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

Getting the Most from Assistants

The effectiveness of a manager's utilization of an assistant hinges on two key

factors. Firstly, it relies on the executive's readiness to delegate tasks to the

assistant. Secondly, it depends on the assistant's readiness to step out of their

comfort zone and take on additional responsibilities. (Duncan, 2016)

● Delegating Wisely

Effective executives delegate tasks to assistants strategically, recognizing their

potential to handle various responsibilities such as email management and

supervisory roles. However, not all executives excel at delegation, particularly

younger managers who may struggle to relinquish control of administrative tasks. It's

crucial for managers to view assistants as valuable assets and focus on nurturing a

productive working relationship.

● Stretching the Limits

Exceptional assistants actively seek opportunities to enhance their skills, whether

through formal education like night classes or by mastering new languages and

technologies, particularly when working for global corporations. They play integral

roles in their executives' operations, often assuming leadership responsibilities and

influencing key decisions, showcasing their value as strategic partners. The way

executives interact with their assistants can reveal insights into their management

style and effectiveness, highlighting the importance of fostering positive and

productive relationships with their support staff.

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

The Role of Executive Assistant

The role of the EA is continuously evolving. Navigating these roles will contribute

significantly to the success of the organization (Etefe, 2024).

1. Mastering time management: Executives value assistants who efficiently

schedule meetings and organize calendars, optimizing productivity.

2. Understanding the boss: Delving into the boss's work style and objectives helps

assistants align themselves with their vision, becoming indispensable allies.

3. Embracing the organizational vision: Effective assistants go beyond their role,

understanding and contributing to the company's goals as strategic partners.

4. Cultivating a mentorship dynamic: Seeking guidance fosters teamwork and

mutual understanding, promoting personal and professional growth.

5. Solution-oriented approach: Exceptional assistants offer solutions, showcasing

competence and lightening their boss's workload.

6. Committing to continuous learning: Engaging in professional development

enhances skills and bolsters organizational success.

7. Upholding confidentiality: Maintaining discretion reinforces trust and establishes

reliability as a personal assistant.

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

Tools and Resources

These tools can be categorized into three main categories: Email Management

Tools, Team Messaging and Chat Apps, and Video Conferencing Platforms (Ramos,

2023).

1. Email Management Tools:

● Microsoft Outlook: Widely used in corporate settings, it offers

comprehensive email management along with calendar, task, and contact

management.

● Gmail: Popular for its organizational features and integrations with Google

Calendar, Google Drive, and Google Meet.

● Hiver: Specialized for shared email inboxes, known for its collaboration

features allowing teams to work on email responses and tasks within

Gmail.

2. Team Messaging and Chat Apps:

● Slack: Real-time messaging platform with channels for team

communication, supporting file sharing, video calls, and automation.

● Microsoft Teams: Integrated into Microsoft 365, offering chat, video

conferencing, file sharing, and collaborative workspace features.

● Discord: Originally for gamers but now widely used in professional

settings, providing real-time voice, video, and text communication along

with file sharing and integration with various apps.

3. Video Conferencing Platforms:

● Zoom: Leading video conferencing platform known for high-quality audio

and video, screen sharing, and recording capabilities.

 Republic of the Philippines
City of Taguig
TAGUIG CITY UNIVERSITY
College of Business Management
General Santos Avenue, Central Bicutan, Taguig City

● Google Meet: Integrated with G Suite, offering high-quality video

conferencing, screen sharing, and real-time captions.

● Cisco Webex: Known for security features and extensive functionalities,

including video conferencing, online meetings, webinars, screen sharing,

recording, and integration with productivity tools.

Conclusion

In summary, mastering the role of an executive assistant requires a blend of

essential skills such as time management, communication, technology proficiency,

critical thinking, organization, and problem-solving. Effective delegation and fostering a

supportive working relationship between executives and assistants are crucial for

maximizing productivity. Exceptional assistants continuously seek opportunities for

growth and play integral roles in their executives' operations, contributing significantly to

organizational success. Additionally, utilizing the right tools and resources, such as

email management tools, team messaging apps, and video conferencing platforms,

enhances collaboration and efficiency in modern workplaces.

Bibliography

Duncan, M. J. (2016, June 8). The Case for Executive Assistants. Harvard Business
Review. https://hbr.org/2011/05/the-case-for-executive-assistants

Etefe, J. (2024, January 16). Mastering the art of Executive Assistance. The Business &
Financial Times. https://thebftonline.com/2024/01/17/mastering-the-art-of-executive-
assistance/?fbclid=IwAR1ONKlScPpttFIuognbb3Tyv-
PbntkfE46W0RmEQClzx094m4OrM0xbh90_aem_AYHElU2ihh_7o0RWWb6CfOiTkNfp
OnMEDdgLAPXvxWyAf-VW6zwaJOEedCcYyTzhzAQ-JwdrzDsHflvT8_qMaZ8s

Ramos, L. (2023, October 26). Best Executive Assistant Tools: A Checklist for
Efficiency. Magic VAs & Executive Assistants. https://getmagic.com/blog/executive-
assistant-tools/

Schmidt. (n.d.). 12 Executive Assistant Skills (Plus How To Showcase Them). Retrieved
April 14, 2024, from
https://www.indeed.com/career-advice/resumes-cover-letters/executive-assistant-skills