Working as an administrative or executive assistant isn’t always easy. There’s always a fire to put out, 10, 000 various jobs to juggle, and you’re frequently an assistant to more than one boss or manager.
Simply put, not everyone is capable of performing the duties of an administrative or executive assistant. You may have an executive pa course under your belt, but there are some tricks that you only learn while on the job.
With that stated, there are several methods and tips out there that assistants utilize to make things a bit easier. Read on for six foolproof tips for executive assistants!
We know this is easier said than done but it’s crucial. Making a list simply enables you to organize your thoughts and determine which chores must be completed immediately and which may be completed later in the day.
This can be accomplished in a variety of ways. You can use one of those fancy digital applications or jot out a to-do list on paper. When you write things down, you’re less distracted by emails or other notifications. In addition, we’ve discovered that making a to-do list first thing in the morning, before checking emails, allows you to think about all you need to get done that day. We recommend that you experiment with several ways to see what works best for you.
Is It Better To Multitask Or Not To Multitask?
“I work best when I multitask,” many readers may think to themselves as they read this. When, in fact, it’s possible that’s not the case. According to studies, persons who multitask have IQ scores that are similar to those who have been up all night.
According to another study, multitasking is inefficient due to the extra time it takes to switch mental gears. According to the Federal Aviation Administration’s Joshua Rubenstein, Ph.D., your brain must consciously select to switch tasks and then choose a task to transition to.
Master the art of time management.
This is a critical administrative ability to master because there will always be a plethora of things to complete and deadlines to meet. Another reason for its importance is that administrative assistants, who serve as support to a variety of positions, may find themselves with an unexpected rise in work volume.
Master the art of prioritization
This one has a lot to do with project management and time management. Knowing how to prioritize becomes critical when work seems to expand quicker than you realize and time is limited. Prioritizing is also vital while managing other people’s calendars and coordinating the office while simultaneously juggling your personal to-do list.
Pay close attention to the details.
Attention to detail is a critical talent that any administrative assistant should possess because their work is often required to ensure that the office as a whole runs well. One error can have a tremendous impact, whether it’s preventing and fixing language issues, processing data, or planning events.
Be able to work on your own.
Administrative assistants are excellent team players, but they should also be able to take ownership of a variety of responsibilities that may arise and complete them without the need for assistance.
We’re not suggesting that an administrative assistant never asks for help, but given the nature of the job and the wide range of activities they assist with, new issues may arise frequently. A vital attribute for any administrative assistant function is the ability to not only come up with effective ideas, but also to implement them independently.
We hope that this article helped! Let us know your questions in the comments!