How an Executive Assistant Force Multiplies Their Leader’s 20%

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ORIGINALLY PUBLISHED ON WWW.HERGLIFE.COM ON AUGUST 13, 2018 

Last week I talked to two very successful Entrepreneurs who both expressed interest in hiring an Executive Assistant (EA). Smart move. An EA can work wonders for a busy Entrepreneur. However, both business leaders were unsure exactly what this person would do. Fair enough. The Executive Assistant role is one of the least understood positions, in part because it encompasses so many different responsibilities and can differ greatly depending on the industry or Executive/Entrepreneur. My husband doesn’t even fully understand what I do (and I talk about my work a lot).

In the past five years or so, I have seen significant improvements in both the perception of the position and the training available for this career. Yes, executive support and administration is a career. One, I was happy to discover, that was actually very fulfilling and lucrative, because it was made for me (a Type-A, overachieving, organized, detail-oriented, intrapreneurial leader).

SO, WHAT DO EXECUTIVE ASSISTANTS DO? WHATEVER IT TAKES.

Executive Assistants are the ultimate force multipliers and project managers. Their project just happens to be their Executive. From purchasing unique gifts for a business associate, to managing internal and external communication, to preparing speeches, to reorganizing staff roles, to managing social media, to creating business plans, and everything in between, we’ve got it covered. Executive Assistants are problem solvers and fixers. They are some of the most resourceful and connected individuals in your organization. If you have a challenge, bring it to your nearest EA, and I guarantee they will have a solution for you by the end of the day. Executive Assistants are leaders and seeing them as anything else is a complete underestimation of their ability and a disservice to you.

The Executive Assistant position is even more unique when you’re talking about working with a Founder, Entrepreneur, or public figure. Earlier this year, I attended a retreat just outside of Seattle where Monique Helstrom, Chief of Simon Sinek (i.e. Executive Assistant to, and Producer of, Simon), was a guest speaker. She was explaining a bit about her position and told us that she recently was talking to Brene Brown’s Executive Assistant about their respective roles. While, in theory, they are in the same industry (EAs to very prominent authors and public speakers) Monique said their roles were completely different. I think that is perfect illustration of why the role is so hard to define in any real specifics. A job description for Simon’s EA, Adam’s EA, or Elon Musk’s EA could all be very different. The Executive Assistant position varies so significantly depending on what industry you work in, how established the organization is, and the personality and behavior of your Executive.

Last summer, Adam published a blog called The 3 Most Important Things a Leader Must Do. They were:

  1. Casting the vision
  2. Providing focus, clarity, and direction for the team
  3. Removing roadblocks

That is a Leader’s (an Executive’s) 20%. Clear and concise. Well, what about an EA’s 20%? It tends to get a bit murky, but I think this sums it up:

An Executive Assistant’s 20% is ensuring the objectives, goals, and vision of the Executive are executed.

So, in theory, the Executive Assistant’s 20% is the Entrepreneur’s bottom 80%, right? An EA handles all the miscellaneous responsibilities, tasks, and administrative duties that allow an Executive to stay focused on leadership, strategy, and communication. But we all know EAs aren’t just going to focus on the 80%, part of their job is helping their Executive manage their 20%.

Adam has a really great analogy for this concept, that I like to call the 0-10 Principle. As a visionary, Adam has brilliant ideas on the daily. They may not be completely fleshed out, but he has the spark and then sees the end result crystal clear. It is my responsibility to take that idea from a 2 to a 9, bring the idea/project back to him so he can do his final finessing to bring it to a 10. Here’s what that looks like in practice. Adam wants to create an inspirational speaker series that raises funds for his Foundation. Great! That’s at about a 2. I will then take that idea, gather the necessary people, create a timeline, budget, put together a marketing plan, interview speakers, plan the event, and come back to Adam with a final plan, including the speaker line-up. He will offer additional insight, perhaps tweak the speaker order, and come up with an overarching theme for the night. Now we’ve got a 10.

That is how Executive Assistants help their leaders with their 20%. You can apply the concept to almost every aspect of your Executive’s 20%, from drafting a letter to include in the company’s annual report, to revamping their blog, to preparing for a quarterly offsite leadership meeting, to planning a 40th birthday trip for their brother. An Executive Assistant manages the people, details, timelines, etc. to make an idea come to life. This can happen on a large scale like helping them write a book or on a smaller scale like choosing the perfect anniversary gift for their wife. Let’s break this down even further and look at how an EA helps their Executive with their 20%:

FORCE MULTIPLY THE VISION. Communicating the vision is perhaps the most critical component of an Executive’s job. Casting the vision wide and often through strategic communication and branding initiatives generates new business, attracts talent, and boosts employee engagement. Branding and casting the vision go hand in hand.

  1. Schedule regular company updates. These can be in the form of Town Halls, a Letter from the CEO in the annual report, daily blog posts, quarterly video announcements, weekly emails, monthly company meetings, etc. What matters here is that there is a cadence to the communication and that the leader is casting the vision and keeping the team updated and informed regularly. It is the EAs responsibility to schedule these, make sure the cadence is kept and to even prep these letters, meetings, video content, etc. Make sure the CEO’s vision is heard often!
  2. Along with their marketing or brand strategy teams, EAs must specifically reviewing their Executive’s social media regularly to ensure the messaging is in line with the company’s mission and their Executive’s vision. Once the brand is established, EAs must protect it and ensure the messaging is consistent across all channels. How an Executive shows up at church, needs to be the same way he/she shows up on YouTube.
  3. EAs are in a unique position to pitch their Executive for interviews on blogs, national media publications, podcasts, radio shows, etc. They know their Executive’s story, they know their language and how they would answer questions. Submit for awards and as many media mentions as it make sense. EAs are able to craft the message that their Executive wants to be heard, and usually these opportunities lead to even bigger opportunities. Don’t be afraid to start small and build up the brand presence.
  4. EAs can help their Executives write a weekly blog or do a weekly YouTube or Instagram show. The key is consistently delivering the vision and positioning their Executive as a thought leader in his/her industry.

FORCE MULTIPLY COMMUNICATION. Casting the vision means communication with both internal and external stakeholders, so how can an EA enhance these activities to maximize the leader’s reach?

  1. Listen on calls and participate in meetings to listen for anything that their Executive says will be done, delivered, or followed up on. Does their Executive say he’ll make an introduction or get the name of a book to someone? It is an EAs job to ensure that promises made are promises kept.
  2. Managing internal and external relationships is critical. Maintaining a database that houses important, and sometimes seemingly irrelevant, information about people can be a lifesaver. This can be family members, employees, candidates, vendors, community members, former employees, competitors, business leaders, etc. As the EA and their Executive meet with people and conduct research or meeting prep, store any details about the meeting or the individual. Set reminders for anniversaries, birthdays, or important life milestones. I recommend using an inexpensive CRM so you can set tasks and follow-up reminders so you don’t miss an important date. Create a VIP list of people that the Executive wants to either maintain or create a relationship with. Then set up Google alerts that keep you in tune with what these people are doing, awards their company’s receive, etc. It’s a perfect opportunity for the EA to remind their Executive to reach out, call, email, or send a hand-written note. Executive’s will run into these players at conferences or networking and social events. Keep this information handy so it can be pulled out and given to the Executive as a quick refresher before they go to a community event so they don’t forget to congratulate a potential business partner on their recent merger.
  3. The art of the handwritten note is not dead! Incorporate handwritten notes into the correspondence with an Executive’s VIP list. It could be one of the most impactful ways to maximize an Executive’s reach and build relationships. Whether that is thanking someone for coming in to meet with their Executive, or congratulating a competitor on building a new office, handwritten notes get noticed. Pop a business card in there (because not everyone can interpret the Executive’s handwriting and signature like an EA can). To really maximize this, EAs should write thank yous and general notes to vendors or the concierge who went above and beyond helping them book a massage for their Executive when he arrived at his hotel. The more relationships that an EA is able to create will only help them help their Executive. And you never know when a kind word or just knowing the name of the right person at a restaurant will come in handy. Provide value, expecting nothing in return, and it will be returned tenfold.
  4. If an EA travels with their Executive for speaking engagements or hosts training events where their Executive is the keynote presenter, they must pay attention to the audience. What content is resonating? What content could be removed for the next training event? After the event they can update and refresh the Executive’s content accordingly. EAs are the eyes and ears while their Executive is presenting. Watch the room. Who is fully engaged and asking questions? Who is leaving the room every five minutes? Is there talent in the room? After the presentation (especially if it is a day-long event) their Executive is going to be fried, and may need to catch a flight home, and yet everyone is going to want to talk to him. Often an Executive will have a line of people who want to thank him or ask questions. The EA should position herself/himself near their Executive to take business cards, take notes on who to follow-up with, answer questions, or take photos. And perhaps most importantly, to grab their Executive and steer him towards the exit so he doesn’t miss his Uber!

FORCE MULTIPLY FOCUS, CLARITY, AND DIRECTION. This is all about leading and managing up so the Executive is making the right decisions, has the right meetings on his calendar, and is in relationship with the right people in order to achieve the company’s objectives. If one of the Executive’s primary goals is to ensure the team is on track and focused on what must be done that day, week, or month, then that’s the Executive Assistant’s goal too.

  1. When an EA is scheduling or drafting regular communication for their Executive make sure the message is clear and ties back in specific tasks that keep everyone focused.
  2. During key leadership meetings, note all action items and follow up accordingly. If no action items are clear, do not leave the meeting without everyone agreeing to what the next best steps are or what the course of action is and who is doing what.
  3. Perhaps most importantly, when the Executive is getting hit from multiple angles or when they start chasing a shiny object, remind them of what is important and what the team had agreed to focus on that quarter. Entrepreneurs are visionaries and will have endless ideas. Make note of them and if they aren’t part of the overall goals, table them for now. If the Executive asks about them twice, then it’s time to bring them to the forefront and get their buy-in that they should be moved to the 20% for both the Executive and EA to tackle.

FORCE MULTIPLY REMOVING ROADBLOCKS. Once the vision is cast and everyone is clear on what they need to focus on for success, help the team get there!

  1. Research tools and provide cost/benefit analysis to the Executive so they can make the best decision for the team.
  2. Make sure the Executive is regularly available for impromptu meetings. While EAs are often the gatekeeper, do not block access to the “throne”. Schedule in time for the Executive to walk around and check in with people. Do no over schedule them so much that they are not available for a quick question that if unanswered could hold up a project for days.
  3. Be the eyes and ears for the Executive and bring the challenges and solutions to him of issues that if not nipped in the bud could fester and create organizational issues. This could be employee morale, inefficiencies in staffing, or a clunky system. Speak up and help find a solution so everyone can keep moving forward.

An Executive’s 20% is also an Executive Assistant’s 20%. They may complete different tasks to get there, but they are still a part of making it happen. Own it.

Regardless of the exact responsibilities Executive Assistants have, I haven’t met individuals who work harder to accomplish a mission. While I am no longer Adam’s Executive Assistant (I passed the torch to our amazing EA, Amy, last year!), when Adam did travel without me, I didn’t go to bed unless I knew he had arrived. I emailed with him at 2am before he went off the grid to hike Kilimanjaro. I came into the office on weekends to work on a project, prepare for an event, or move offices. I got out of bed more than once to rearrange travel and get him booked on a new flight after delays or cancellations. It needed to be handled. I handled it. I’m sure this is sounding pretty familiar to my fellow EAs (and perhaps many Chiefs of Staff).

For people who don’t quite understand this unique role, they tend to think Executive’s are expecting too much or that these requests are unacceptable or intrusive. But what they don’t know is that very rarely does the Executive actually have to request that these things happen – they just get done of the EAs own volition. I knew what I was signing up for, in fact, I thrive on this. I work for an incredibly interesting and dynamic entrepreneur and I am helping him build multiple organizations; occasionally work doesn’t happen between 9am and 5pm, Monday through Friday. The trade-off? I get to work for an incredibly interesting and dynamic entrepreneur and help him build multiple organizations – the work is challenging, rewarding, and it doesn’t hurt that I have complete flexibility with my schedule and unlimited vacation and time off.

This is just a starting point for those Entrepreneurs who are looking  to hire an Executive Assistant or who want to establish a better relationship with their right hand. The nuances are endless. I have been the Executive Assistant, and now Chief of Staff for eight years with the same Executive, yet my job today looks nothing like it did eight years ago. The only constant is that I am still responsible for, and committed to, ensuring Adam’s vision is implemented.

Since we’re on the topic of the power of the partnership between EA and Entrepreneur, Adam and I are excited to share that we are working on a book about this very topic! Click here to get on the pre-order list and help us choose the title! 


 

lead and assistWANT MORE? JOIN ME FOR LEAD & ASSIST: A four-week online seminar designed to redefine the Executive Assistant role and help you take your career to the next level.

An Executive Assistant role is not just a stepping-stone to another position but a dynamic career all on its own. Executive Assistants are the ultimate force multipliers and project managers. Your project just happens to be your Executive. So, what exactly does an Executive Assistant do? Whatever it takes. Lead & Assist will help you tackle mindset, communication and leadership challenges, while building the confidence and gaining clarity needed to continue to take on the world. Join Hallie Warner, Chief of Staff of Adam Hergenrother Companies, this fall and become an invaluable business partner and confident leader.

THE CURRICULUM WILL COVER:

  • Building a strategic partnership with your Executive
  • Developing confident decision making skills
  • Leading and managing up
  • Best practices for managing communication
  • Career development

RESERVE YOUR SPOT HERE AND I’LL SEE YOU THERE!

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Lead and Assist Favorite Things Giveaway

April is all about Admins.

how to take betterfamily vacationpictures (1)I want to honor all of you who have chosen this career and who are committed to bringing clarity, levity, and leadership to this position. Our roles are each so unique, but one thing remains the same: We do whatever it takes to get the job done.

So, here’s my little gift to you. Over the next couple of weeks I will be sharing a few of my favorite things with you and on April 26th (Administrative Professionals Day!), one lucky EA will win all of my favorite things. To get a sneak peek of the goodies, connect with me on Instagram.

To enter, just fill out this survey and click submit. 

I look forward to hearing your answers and providing even more value to you in the future!



Behind Every Leader is Coming to the East Coast! 

Join me and Adam on April 21 in Washington D.C. as we share how we have created a strategic partnership while working together for the past 6+ years. Top Executive Assistants and their Execs will be there to learn and share how the power of the partnership helps everyone succeed.

Behind Every Leader has become globally recognized as the premier event for senior Executive Assistants and Celebrity Assistants around the world.

The conference has been referenced as the Epicenter for the top 1% in the industry. In addition to congregating with like minded peers and career driven individuals, attendees gain exclusive access to a cutting edge curriculum presented by prolific speakers.

Prepare to immerse yourselves in career enhancing seminars, interactive workshops, compelling panel discussions and expect to adopt a slew of best practices to integrate in your daily routine.

Be inspired to become outstanding when we hear from Executive Assistants to high profile business tycoons, celebrities and inspirational leaders live on the BEL stage!

Behind Every Leader has been referenced by the WSJ as ‘a gathering of powerhouses’. And rightly so.

Don’t miss your change to network with the best in the business!

Get registered today!

Executive Assistants Unite!

melburne-ea-groupA few months ago, Carmel Bond, founder of the Melbourne EA Group (MEAG) reached out to me after seeing my blog. Turns out we both work for real estate companies, just on opposite sides of the world! This is what is so cool about my career – EAs/PAs/Executive Secretaries/Chiefs of Staff/Coordinators of Chaos are so willing to connect and share, are so passionate about teaching other how to be successful in this role, and most importantly, so quick to support each other in this exciting, challenging, and often crazy world we’ve chosen to live and work in.

This week I had the privilege of being the featured guest on the Melbourne EA Group blog. Check it out and while you’re there take a look at the amazing work Carmel and her team are doing to support, teach, and inspire their fellow Executive Assistants.

behind-every-leaderHere’s another example of the power of the Executive Assistant network around the world. About three years ago I attend an amazing conference in NYC – Behind Every Leader. I felt like I had finally found my people and was in total awe of the presenters – all either current or former EAs to the greats like Jeff Bezos, Eric Schmidt, Mark Zuckerberg, JFK Jr, Nate Berkus, and Magic Johnson. I remember emailing my Exec, Adam, after the first day and telling him how amazing it was and how much I loved my career as an Executive Assistant. And he told me that one day I would be on that stage. Little did I know one day would come so soon!

Fast forward to sometime last year when Victoria Rabin, CEO and Founder of Executive Assistants Organization, which hosts Behind Every Leader, saw Adam’s blog about strategic partnerships and connected with us about speaking at Behind Every Leader this year in Washington DC and NYC. Circle complete. Victoria is a consummate badass and a huge advocate for the EA/Exec strategic partnership. I am honored to be a part of anything she’s doing and I hope I can inspire just one EA like those amazing individuals did for me several years ago.

Want to learn more about Behind Every Leader? Check out my interview with Victoria and Adam as we gear up for Behind Every Leader in DC in April. 

Your turn! Share where you are from, one of your recent successes, and one of your current challenges in the comments. Together, we can all elevate our careers and master the art of leading and assisting.

 

3 Things to Start Doing in 2017 and One Thing to Stop

blank-notebookOne of my very favorite things is a blank notebook. (Another favorite thing is the Pilot Precise V5 Rolling Ball Extra Fine black pen. Executive Assistants and their office supplies, am I right?) Back to the notebook… Empty pages to fill with ideas and plans for the future. And lists. Lots of lists. When the clock strikes midnight on December 31st, it’s as if the collective world population opens a fresh notebook. White blank pages. A fresh start. A new beginning.

What will you write in the pages? If the idea of a blank notebook is daunting, then here are 3 ideas to get you started for the new year:

1.  Put your health first. For the past six years I’ve been completely focused on building my career (in between buying a house, getting married, acquiring a dog) and during that time I’ve gained over 50 pounds and lost a lot of confidence. I am a project manager by nature. Put a task or mission in front of me and I will get. shit. done. The project I have failed to work on for the past several years is me. But doing so will have the most impact on the rest of my life.

Executive Assistants are some of the hardest working and most selfless individuals I know – which means they often put themselves on the bottom of their to-do lists. Family, friends, their Executive, and the company all come first. I want you all to turn that to-do list upside down. YOU must come first. Your health is everything. You can not achieve what you want or give to those around you at the level you want to if your health is not in check. I’m talking directly to myself here too! Your energy, mental clarity, and mood are all effected when you are not fueling your body with proper nutrition and exercising regularly.

If I accomplish nothing else this year, but this one thing, I will have succeeded. If you are struggling to get into a fitness routine or looking for some accountability, let’s connect and support each other.  I have started a private Facebook group where we can work together to put ourselves first, while still crushing the rest of our goals at work and at home.

2.  Create more than you consume. How many times have you gotten lost in the black hole of Instagram? We have become a society that just consumes, whether that’s binge-watching The Walking Dead, stock-piling toiletries from Costco, ordering take-out, or skipping from Instagram to Facebook to LinkedIn to Snapchat to Twitter and back again looking for another hit. I am just as guilty as the next person, perhaps more so.

But I challenge you to create! Journal, paint, build a bookshelf, plan a charity walk, start writing your novel, get certified to teach yoga, host a dinner part and cook!, make your own holiday cards, plant a garden, hell, build a chicken coop and get some chickens! Just create. We all have such unique gifts to offer. That doesn’t mean I don’t want you to share them on Instagram, but perhaps during your scheduled social media time (remember, time blocking is key!).

3.  Leverage all non-essential tasks. There are only 24 hours in the day. Focus on what only you can do better than anyone else and what you actually enjoy doing, and leverage the rest. At the end of the year, I started my NOT to do list. Those items can either become another individual’s job description OR perhaps areas where you can simply outsource or ask for help. For example, at the office I was able to leverage all social media and marketing by making a key hire. This applies to your personal life as well. Perhaps you hire a housekeeper, or the neighborhood kid to mow your lawn, or a college student to do personal errands for you once a week. I would much rather spend time with my husband, working on a project, or traveling to visit my niece and nephew, then cleaning the house or running errands. Life is too short to do the dishes. I mean, someone has to do them, it just doesn’t have to be me. This year, it is particularly crucial for me to leverage as many tasks as possible so that I can accomplish #1 – putting my health first. Every time you begin a task, stop and ask yourself if someone else could do it, then go find that person! I might mean asking your mother for help, but sometimes we’ve just got to do what we’ve go to do.

And here’s one thing to stop doing in 2017 – in fact, stop right now!

comparisonStop comparing yourself to others. There is a great quote that goes something like, “Don’t compare your beginning to someone else’s middle.” We are all flawed. Embracing those flaws is the first step in living a fulfilling life. We are all on our own journeys and you don’t know where someone else is on theirs. Everybody is better than you at something. The trick is to accept yourself and accept where you are on YOUR journey. It’s very easy to get stuck in our heads and think we’ll never be as good as whoever we’re comparing ourselves to. But there is no benefit in the comparison. In fact, it can actually paralyze you and derail you from your own goals. You stop yourself before you even get started because you don’t think you can ever be as fit as Jennifer Lopez (#bodygoals), as fearless as Indra Nooyi (#leadershipgoals), or as fun as Marie Forleo (#lifegoals). But we all must start somewhere. And if we don’t start, we’ll never be able to share our story and and inspire someone else along the way. Don’t get stuck in the comparison trap and just get started.

So what have you decided to tackle in 2017?  Are your goals big enough? If your goals don’t scare you, then you are not pushing yourself outside of your comfort zone and you’re not growing! None of my goals scared me, so I had to challenge myself to go back to the drawing board and think bigger. I’m still working through my my Future Self (a 3 year goal/visualization document) and making sure my goals scare the shit out of me. I hope you do the same.

Here’s to your best year yet! Cheers!

 

 

 

Treat Every Week Like You’re Going on Vacation

 

I don’t know about you, but I kicked ass even more than usual leading up to the long Christmas weekend. Why is it that most of us are so much more productive and efficient leading up to a holiday or vacation? And how can we harness that productivity power throughout the rest of the year? Simple. Take control of your time. That’s why we’re so purposeful before vacations. We prioritize like a boss. We only do what is most important and we schedule our day down to the minute. I bet in the last day before a recent vacation you worked out, meditated, worked on your novel, put in a 9 hour day at the office (3 interviews, finished 2 projects, took the team out to lunch), went shopping for 3 new outfits, met your partner and some friends for dinner, spent another hour checking in with your Exec and answering emails, and read 2 chapters of The Surrender Experiment. Why isn’t every day this purposeful and productive?!

I thought about this concept a lot over the weekend and realized that the most successful people follow a schedule. Everything is time-blocked – from workouts to meetings to date nights to interviews to planning time. If it is not in your calendar and on your schedule it doesn’t exist.

This idea of extreme time management is even more critical and a hell of a lot more complex for Executive Assistants. We not only have to manage and maximize our Execs time, we must still make enough time in the day to work on other key projects to help move the company forward. I live in Adam’s calendar – it dictates the flow of his day, and therefore mine. But in addition to prepping for and attending many of the meetings Adam is at, I also have several meetings of my own that need to happen, as well as projects that need my time and attention. I know we can all create a damn good schedule. The issue often lies in execution. How do you manage your time when your time is not your own?

Let’s take a look at your calendar. Right now, take a minute, open it up and see what you’ve got planned for the week. I bet your Executive’s calendar is flawlessly organized – every hour of his/her personal and professional time accounted for. Can you say the same about your schedule? Are you making time for what’s most important?

Every minute of my day is not scheduled like Adam’s is (you can see his daily schedule here), but I have all company meetings and reoccurring tasks in my calendar, as well as designated time to answer emails. I have also set aside large blocks of time for writing (blog posts, media pitches, etc.), prep time, and projects, and the open blocks in my calendar are where I know I can schedule interviews, do follow-up work from meetings, and be ready for any changes in the week that need to be handled. I also have personal appointments blocked off in my calendar.

hallies_schedule

Your time is valuable. If you are just moving from one request to the next or just getting lost in your emails all day, you are likely not making any meaningful progress on special projects or spending any time thinking or planning for growth – key components of being a strategic partner. To move from reactive to proactive, you must manage your time.

The first step is committing to time blocking. Put all events, meetings, projects, and priorities in your calendar and stick to it. I know, I know. It’s not always possible. One of the main reasons I love being an Executive Assistant/Chief of Staff is because each day is different. Sure, there are flows to my week – standing meetings, weekly deliverables, but what was important at 8am on Monday, may not be by noon. Flexibility is critical for an Executive Assistant to survive and thrive. If you do have to miss a meeting with yourself (say, working on a new HR manual), then make sure you replace that block of time in your calendar later in the week.

The external demands and frequent fires are never going to stop. I get requests and questions all day – either via email or by people stopping by the office or stopping me in the hall. There is far too much to remember. If it is a question I can handle in 60 seconds or less, I answer right away. If it is going to require research, sending documents, or bringing other people into the discussion, I request that person send me an email with what they need and I will take care of it by the end of the day/within 24 hours/by the end of the week (time frame dependent on request). And, you guessed it, I answer during my email time block. The more you work on streamlining your time and controlling what you can, the less time you’ll spend worrying about a deadline when a VP stops you in the hall and wants to talk about the status of another project. You will know what you can move and how to reorganize your schedule quickly to continue moving forward that week.

Another critical aspect of time management is saying no. I was very much guilty of saying yes and handling any request that came my way for many years; but I have learned that this is actually a disservice to myself, to Adam, and to the growth of the company. There is probably someone else on your team or on staff that can handle the request or project better than you can (I know, it’s hard to believe, right!?). Your job is simply to communicate the request to the appropriate person and follow-up (or better yet ask that they follow-up with you) so you know it was handled. Done. Move on to the priorities and projects that only YOU can handle.

calendarAnd finally, lead by example. Respect your time. If someone is stopping by your office asking lengthy questions or wants to discuss something specific, but you are currently in the middle of your time block for weekly prep, ask them if you can schedule a 30 minute meeting later in the week so you can give the conversation your full attention. The more you value and respect your time, the more others will too.

We all have 24 hours in a day (and we don’t want to spend it all at the office, no matter how much we love our job). Why can some people accomplish more in one day than most accomplish in a week? Because they are committed to living a structured life and managing their time. And the paradox is, that by doing so, you ultimately have more time and freedom.

 

 

 

 

Working WITH, Not FOR, Your CEO

keep calm eaMy Executive posted this article on his blog several months ago in honor of Administrative Professionals Week. I am privileged to work with him and I’m excited to share his thoughts on the Executive Assistant role. I would not be where I am today without his leadership. Adam is constantly raising the bar by raising his own leadership lid and providing the challenges, the fierce conversations, and the opportunities for me to constantly grow.

I encourage you to share this with your Executive and get the conversation started about how you can create a strategic partnership with your boss.

5 Ways to Create a Strategic Partnership with Your Executive Assistant by Adam Hergenrother