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!

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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.

 

Recommended Reading for Executive Assistants

Did you know that 42% of college graduates never read another book after college? And 80% of US families did not buy or read a book last year? Do not let yourself become one of those statistics!

Anyone who knows me, knows that books are my thing. I am a bibliophile: I don’t just love to read, I love the feel of books, the weight, the texture, the cover art, the smell (library books are like a drug). I do not own a Kindle or Nook and I never will. Ultimate fantasy? Being blindfolded, led into a dark room, and having a spectacular library revealed to me à la Beauty and the Beast.

0ppkxwtyh0g-clem-onojeghuo“Books are a uniquely portable magic.”
– Stephen King

My reading list is always in flux. It will continue to change and evolve based on my priorities, new projects at work, or my current interests. I always read what Adam reads, so my list will adjust based on his books, as well. Every EA’s reading list will be different because of the industry that they are in and the Executive that they work for. However, you can never go wrong with books about leadership and personal and professional growth. Other great topics to explore are organization, public relations, operations, and business and finance. Some of my favorite books are biographies or autobiographies – what an incredible amount of lessons you can learn from the success and failures of others!

Here’s what’s on my reading list so far for 2017:
  • Tools of Titans by Tim Ferriss
  • Quiet: The Power of Introverts in a World That Can’t Stop Talking by Susan Cain
  • The CEO’s Secret Weapon: How Great Leaders and Their Assistants Maximize Productivity and Effectiveness by Jan Jones
  • Fierce Conversations: Achieving Success at Work & in Life, One Conversation at a Time by Susan Scott
  • For Immediate Release: Shape Minds, Build Brands, and Deliver Results with Game-Changing Public Relations by Ron Torossian
  • Money – Master the Game: 7 Simple Steps to Financial Freedom by Tony Robbins
  • Leaders Eat Last: Why Some Teams Pull Together and Others Don’t by Simon Sinek
  • Resilience: Hard Won Wisdom for Living a Better Life by Eric Greitens
  • Rising Strong: The Reckoning. The Rumble. The Revolution. by Brene Brown
  • The Magic of Thinking Big by David J. Schwartz
  • The Everything Store: Jeff Bezos and the Age of Amazon by Brad Stone
  • The Subtle Art of Not Giving a F*ck: A Counterintuitive Approach to Living a Good Life by Mark Manson
  • The Greatest: My Own Story by Muhammad Ali
  • The Obstacle is the Way: The Timeless Art of Turn Trials Into Triumph by Ryan Holiday
  • Grit: The Power of Passion and Perseverance by Angela Duckworth
  • The President Will See You Now: My Stories and Lessons from Ronald Reagan’s Final Years by Peggy Grande
  • What the CEO Wants You to Know: Using Business Acumen to Understand How Your Business Really Works by Ram Charan
  • Seeing the Big Picture: Business Acumen to Build Your Credibility, Career, and Company by Kevin Cope
  • #AskGaryVee: One Entrepreneur’s Take on Leadership, Social Media, and Self-Awareness by Gary Vaynerchuk
Here are some additional recommendations specifically for Executive Assistants:
  • Managing Up: How to Forge an Effective Relationship with Those Above You by Rosanne Badowski
  • Ways and Means for Managing Up: 50 Strategies for Helping You and Your Boss Succeed by F. William Smullen
  • Fairy Tale Interrupted: A Memoir of Life, Love, and Loss by Rosemarie Terenzio
  • Rocket Fuel: The One Essential Combination That Will Get You More of What You Want From Your Business by Gino Wickman and Mark C. Winters
  • Be the Ultimate Assistant: A Celebrity Assistant’s Secrets to Working with Any High-Powered Employer by Bonnie Low-Kramen
  • Getting Things Done: The Art of Stress-Free Productivity by David Allen
  • The One Thing by Gary Keller and Jay Papasan
  • The Power of Vulnerability: Teachings on Authenticity, Connection and Courage by Brene Brown
  • On Writing by Stephen King
  • Jab, Jab, Jab, Right Hook by Gary Vaynerchuk
  • Women, Work & the Art of Savoir Faire by Mirelle Guiliano
And just because I could talk about books for days, here are some of my all-time favorites:
  • Fearless: The Undaunted Courage and Ultimate Sacrifice of Navy SEAL Team SIX Operator Adam Brown by Eric Blehm
  • Unbroken: A WWII Story of Survival, Resilience, and Redemption by Laura Hillenbrand
  • Gone Girl by Gillian Flynn
  • A Dog’s Purpose: A Novel for Humans by W. Bruce Cameron
  • A Widow for One Year by John Irving
  • Wild: From Lost to Found on the Pacific Crest Trail by Cheryl Strayed
  • The Surrender Experiment: My Journey Into Life’s Perfection by Michael A. Singer
  • The Happiness Project by Gretchen Rubin

Looking for even more book recommendations? Follow me on Goodreads or email me!

What’s on your reading list for 2017?

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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!

 

 

 

Are You Working With the Right Leader?

I get a lot of questions from Executive Assistants all over the world about how to form a better relationship and strategic partnership with their Executive (a topic we’ll continue to explore). It really starts with a fundamental question: Are you working with the right leader?

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If you are feeling unfulfilled at work, are struggling to get excited about supporting and working with your Exec, or if you are dreading going to the office in the morning, no matter how much you love being an Executive Assistant and no matter how great your company is; your Exec may not be the right fit for you. I’ve seen amazing EAs struggle and eventually leave because they want more growth and opportunity, while their Executive is content with the status quo. Conversely, I’ve seen great EAs falter because their Exec is a hard driver and is constantly changing priorities and the EA would be better served in a more methodical and structured environment. Neither is right or wrong, better or worse – it’s just not the right fit for either party.

If any of the above scenarios sound like you, it’s time to take a good hard look at yourself and your Exec. First, get clear on your own personality, behavior, working style, and career goals. I recommend the following (free or inexpensive) personality and behavior assessments to learn more about your strengths, areas for improvement, ideal work environment, etc.

Some Executive Assistants want a strong, direct, fast-paced Executive. Others, thrive in a a more structured and copacetic environment. While still others will prefer working for a creative, spontaneous Executive. Do you like to keep it strictly business or do you want to attend weekly dinners with your Exec and her family? Do you like a controlled and organized environment or do you thrive on bringing order to chaos? Do you like to take the lead on all projects or do you prefer to wait for detailed instructions before tackling a task? Take all of that into consideration as you are evaluating who you are and whether or not your Exec is the right fit for you.

If you have access to your Executive’s behavior or personality profiles, compare your results with his. (In fact, I would encourage you to have your Executive take one of these assessments. It is a great way to start a conversation about how to work better together.) Where are the assessments in alignment? And where is there a mismatch? You definitely don’t want to have the same strengths as your Exec – or else you wouldn’t need each other! But there are some key places you will want to align. For example, Adam is a DI personality, which means he is direct, fast-paced, gregarious, a driver and an influencer. I am a DC, which means I also work very quickly, am direct (and can handle his direct style), but also have the organizational, detail-oriented, perfectionistic qualities he lacks. And, in fact, if Adam was not a High D personality, I would not have lasted six plus years working with him (I would simply have been too bored!).

If you don’t have a behavior assessment to review, then take a few minutes to complete a quick comparison sheet. Your sheet will be different than mine based on your behavior profile. Really dive deep into what you need in a leader. You may need an analytical and methodical leader and someone else may need a creative and visionary leader to feel fulfilled. Take a look at mine below and then create your own (email me for a template).

are-you-working-with-the-right-leader

Is your leader the right fit or the wrong fit for YOU? Ideally, you would determine this before accepting a position, but that doesn’t always happen. You could have been assigned to an Exec or be supporting your Execs replacement. Even more common, you or your Executive have grown (or not) or have had some big life events that change the working dynamic. Time to reassess whether or not you are working for the right leader.

I know I am working for the right leader because I am constantly growing, I am challenged daily, I take steps (okay, sometimes I’m pushed) outside of my comfort zone so that I can grow (hello! this blog!), I get up every day excited to go to work and help Adam grow our companies, I have freedom and flexibility with my work, and I am supported personally and professionally. Most importantly, I know I am working with the right leader because I don’t have a “boss”, but a business partner.

The EA/Executive relationship is arguably the most important one in the organization and if it doesn’t work, the rest of the organization feels it. It behooves you to ensure that you are working for the right leader for the sake of your sanity and for the success of the organization. The first step to a successful EA/Exec partnership is making sure the time you will invest in your Exec will be time well spent. If you are not the right match, regardless of the strategies you implement, you will fail to build a fulfilling strategic partnership.

 

 

 

One Habit to Implement NOW to Make You an Invaluable Assistant

Do you want to be an invaluable resource to your Executive? Do you want to form a strategic partnership with your CEO? Do you want to seriously impress your boss? Then work on developing this one habit that will make you an invaluable asset to your CEO:

Know what your Executive knows.

Simple, right? But not always easy. This goes far beyond knowing how your boss takes his coffee (Note: Adam takes his strong and black, but prefers green tea in the afternoon). This habit requires some serious dedication (usually reading or listening to books and podcasts in your “off hours”). But I think it is the most critical habit to develop as an Executive Assistant and something you can implement right away, no matter how new you are to the EA role.

working

This habit has helped me gain trust and become an invaluable resource to my employer. If he mentions a book he’s reading, I read it. If he is following a blog or podcast, so do I. I watch the movies, read the books, and listen to the radio stations he does. Why? Because the more I am able to align myself with his interests, and more importantly, his knowledge, the more I am able to not just listen, but to participate in conversations with him or that he is having with other leadership members or key business partners. He never asked me to do this, but my natural curiosity and thirst for knowledge led me to create this habit from the beginning and it has truly been invaluable. When he is in a meeting and says, “Who was that quote by?” or “What year did that company go public?” I know. He doesn’t have to repeat himself or fill me in on a critical article he read or a book that he would like to discuss at a company meeting – I’m already familiar with it.

As a self-proclaimed force multiplier, the more I can align my knowledge and thinking with Adam, the more valuable I become to him and the company. As Executive Assistants we are tasked with furthering the reach of our Executive. Often that is by completing tasks and projects that, while important, are not the best use of our Executive’s time. More often it means making decisions and speaking on behalf of our boss. The most effective way to do that is by having the same information as them and thoroughly understand the way they think. Yes, some of this will come with time. But start right away! Gain as much knowledge as possible. Study his/her emails and responses to questions. Listen in on phone calls (get permission first!). Attend as many meetings as possible. Be able to speak your boss’s language. This will allow you to be a part of the conversation and eventually be able to speak on behalf of them with accuracy and authority.

Does your Executive read the Wall Street Journal or Inc. Magazine? Get a subscription. Is he/she watching House of Cards or Blacklist on Netflix? Watch it. If nothing else, instead of being on the periphery, it will bring you closer to the inner circle. Your Executive will want to be able to discus the latest episode of Sons of Anarchy with you, just as much as the most recent article on Elon Musk. Be ready and ABLE to participate and add value to the conversation. This is such a simple habit to implement, but one that will set you apart and help you grow that much faster.

Knowledge is power. Start by gaining as much of the same knowledge as your Executive as possible. Couple that with a clear understanding of their thought process and communication style and you will be unstoppable.

 

 

What Does an Executive Assistant Do? Whatever It Takes.

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. 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 resources available for this career. Yes, executive support and administration is a career. One, I was happy to discover, which was actually very fulfilling and lucrative, because it was made for me (a Type-A, overachieving, organized, detail-oriented, intrapreneurial leader). I have made it my mission to dispel the myths surrounding this career and find as many resources as possible (or create my own) to support Executive Assistants in their career development.

So, what do I do? What do Executive Assistants do? Whatever it takes.

executives

Executive Assistants are the ultimate force multipliers and project managers. Our project just happens to be our Executive. From purchasing unique gifts for a business associate, to managing internal and external communication, to preparing speeches, to reorganizing staff roles, 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.

I am fascinated by the Executive Assistant position because I find it varies so significantly depending on what industry you work in, how established the organization is, and the personality and behavior of your Executive.

I have been an Executive Assistant/Chief of Staff for over six years with the same Executive, yet my responsibilities have significantly evolved over the years. Here’s a little bit about what I do as a Chief of Staff at Hergenrother Enterprises (which encompasses six companies):

  • Manage and plan Executive’s time and priorities (including all meeting prep, briefing, taking meetings on Exec’s behalf that aren’t the best use of his time)
  • Act as an extension of Executive and help lead the organization
  • Review current operations and make recommendations to support overall company objectives (then lead implementation of changes)
  • Lead all special projects and track initiatives to ensure successful completion
  • Handle all communication on behalf of Executive (calls, email, social media, media requests, staff questions, meeting follow-up, etc.)
  • Recruit and hire for key positions
  • Key relationship management
  • Schedule, calendar, travel, event management
  • Whatever it takes so Executive is only focused on leading, training, coaching, and spreading the vision of the organization

As the Chief of Staff to a serial entrepreneur I have done everything from setting up new entities, to refining systems that allowed us to launch teams in new states, to planning, organizing, and selling tickets for a non-profit speaker event, to reviewing budgets and strategic plans, to training other Executive Assistants, to recruiting and hiring staff, to helping write course content, to scheduling meetings and travel, to holding other staff members accountable, to preparing presentations, to conducting meetings on behalf of my Exec.

Regardless of the exact responsibilities Executive Assistants have, I haven’t met individuals who work harder to accomplish a mission. When Adam travels without me, I don’t go to bed unless I know he has arrived. I’ve emailed with him at 2am before he went off the grid to hike Kilimanjaro. I’ve come into the office on more than one weekend to work on a project, prepare for an event, or move offices. I’ve gotten 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.

For people who don’t quite understand our unique roles, they think our Exec is expecting too much or that these requests are unacceptable or intrusive. But what they don’t know is that very rarely does the Exec actually have to request that these things happen – they just get done of our 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.

What about you? What does your day look like? I want to hear from you! What is your title and what are your top five responsibilities? Share in the comments below and let’s keep the conversation going!