Executive Assistant Coaching

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 Executive Assistant Coaching

About the Tutorial

Truth be told, the job of an Executive Assistant does come with the customary money and
glamour, which is a huge incentive for those who want to make a career out of hobnobbing with
the rich and successful people. However, that is exactly how this job profile appears to an
outsider.

The job of an Executive Assistant is much more than meets the eye – It is about giving valuable
support to a person and his organization, which makes the job of an Executive Assistant unique.
To become successful in this field takes long-term practicing of the unique skills that are
associated with the job.

Audience
In this tutorial, we will discuss how interested candidates can become Executive Assistants and
help in building value for the business by supporting their managers and making their jobs
easier. They act like an organizer for their bosses. They remember appointments, coordinate
with teams and synchronize events, so that the tasks are handled in a systematic way.

Prerequisites
This tutorial is designed to identify the roles and the contribution of an Executive Assistant
through their creative problem solving and coordinating methods. The readers need to have a
basic knowledge about the job of an assistant and the job responsibilities that come with this
type of a profile.

Copyright & Disclaimer

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 Executive Assistant Coaching

Table of Contents
About the Tutorial .............................................................................................................................. 1

Audience ............................................................................................................................................ 1

Prerequisites ...................................................................................................................................... 1

Copyright & Disclaimer...................................................................................................................... 1

Table of Contents............................................................................................................................... 2

1. EXECUTIVE ASSISTANT ─ INTRODUCTION............................................................. 3

2. EXECUTIVE ASSISTANT ─ CORE COMPETENCIES ................................................ 5

3. EXECUTIVE ASSISTANT ─ TYPES ............................................................................ 7

Climbers ............................................................................................................................................. 7

Lifers................................................................................................................................................... 8

Partners .............................................................................................................................................. 8

4. EXECUTIVE ASSISTANT ─ CAREER PATH ............................................................ 10

Core Competencies of an Executive Assistant ...............................................................................10

5. EXECUTIVE ASSISTANT ─ TIPS FOR NEWCOMERS............................................. 12

6. EXECUTIVE ASSISTANT ─ UNIQUE REWARDS ..................................................... 15

7. EXECUTIVE ASSISTANT ─ MYTHS ......................................................................... 17

8. EXECUTIVE ASSISTANT ─ SAMPLE RESUMES .................................................... 20

Sample Resume for an Executive Assistant – Grade 1 ...................................................................20

Sample Resume for an Executive Assistant – Grade 2 ...................................................................21

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 1. Executive Assistant ─ Introduction Executive Assistant Coaching

Truth be told, the job of an Executive Assistant does not come with the customary money and
glamour, which is a huge incentive for those who want to make a career out of hobnobbing with
the rich and the successful people. However, that is exactly how this type of a job profile appears
to an outsider.

The job of an Executive Assistant is much more – It is about giving valuable support to a person
and his organization, which makes the job of an Executive Assistant unique. For any individual
to become successful in this career, it takes a long-term practicing of the unique skills associated
with this profile. This job is not always easy and fun as it might appear, however the experience
could be rewarding.

Executive Assistants are expected to coordinate with multiple staff members and oversee all
crucial administrative functions as a part of their daily support to their boss. Their job is to ensure
that their manager makes an optimum use of their time, while the work and responsibilities are
carried out in an efficient manner.

These Executive Assistants help in building value for the business by supporting their managers
and making their jobs easier. They act like the organizer for their bosses. They remember

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 Executive Assistant Coaching

appointments, coordinate with teams and synchronize events, so that the tasks are handled in
a systematic way.

The job of an Executive Assistant comes with a lot of challenges and plenty of career
opportunities. It is a wholesome job, in the sense that there is no “pick and choose” to it. The
good comes with the bad in this job, and while some will find it fascinating and challenging,
others may misunderstand it as a dull and tedious job.

There are numerous cases of Executive Assistants loving their jobs so much that they want to
remain Executive Assistants till the day they retire. They see the job of an Executive Assistant
as a reward they feel they have earned for being excellent in their people management skills.

Depending on the way you approach the job, aided greatly by your previous experience of
administrative work, you will find a lot of positives on this job that can make someone’s career
grow faster than any other platform possible. This is the only job that gives you an opportunity
to work with the owners of the business, which is not bad for someone who wants to have a high
growth in his career, is it?

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 2. Executive Assistant ─ Core Competencies Executive Assistant Coaching

The most important thing about being an Executive Assistant is a strong commitment towards
the job. In other words, there needs to be a strong desire to succeed. As a candidate, the person
must be willing to constantly improve his/her performance and add new abilities.

The demands of the position always keep on changing with the advent of newer technologies
and business practices, so Executive Assistants should be adaptive, flexible and inquisitive.
Much of the support that an Executive Assistant provides is nearly invisible as he/she works
without any supervision, hence there are no performance reports that an assistant requires to
submit.

The only yardstick of their performance is the way they make lives easier for their bosses, some
of their core responsibilities are given below:

 Keeping them informed about all details

 Assuring their presence in all the important events
 Anticipating their needs
 Prioritizing their work and other engagements
 Managing the daily workflow.

Apart from the above-mentioned responsibilities, in total, there are nine core competencies that
every Executive Assistant must be good at, which are listed below:

Adaptive Skills
• Is flexible to changes and adjusts accordingly.

• Has a positive attitude towards work, irrespective of the nature of work.

• Can manage and prioritize many conflicting priorities in a composed manner

Organizational Skills
• Knows how to best utilize the time.

• Knows how to distribute time as per the tasks at hand.

• Knows how to utilize office space and organize paperwork.

Task Management Skills

• Anticipating needs and addressing them.

• Ensure completion of crucial projects within the time frame.

• Balances many priorities and designs a suitable workflow.

• Being able to foresee problems and taking pre-emptive actions.

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Communication Skills
• Listens and actively works to improve those skills.

• Writes well-rounded sentences in a professional language without errors.

• Speaks confidently and sends clear messages that are easily understood.

• Knows how to employ oral and written skills to convey a positive message.

Client Service Skills

• Responds to queries in a timely and professional demeanor.

• Is aware of the latest developments about the client’s business.

• Interacts in a formal and professional way with clients and colleagues.

Business Concepts Skills

• Is aware of the fundamental business principles.

• Knows organizational behavior and demonstrated it.

• Understands the overall industry and business operation.

Team Player Skills

• Likes to be counted upon as a competent team member.

• Gives importance to group goals and participates accordingly.

• Is willing to be a back‐up support for others working with the manager.

Computer/Technical Skills
• Displays proficiency in using the standard office equipment.

• Displays a proficiency in using computers, peripherals and accessories.

• Demonstrates advanced proficiency by quickly adapting to new technology.

Judgment Skills
• Exhibits sound decision making and fair judgment skills.

• Refers issues to the appropriate authority when necessary.

• Works effectively independent of constant supervision or direction.

These nine core competencies are not easy to cultivate in a matter of days, so it is clear by now
that the list of things that an Executive Assistant should be doing is exhaustive. The role of an
Executive Assistant is never easy; there is sometimes not a moment of rest. In these cases, it
is imperative that the person maintains a positive attitude and unwavering focus on the job. This
job is much larger than the sum of its parts.

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 3. Executive Assistant ─ Types Executive Assistant Coaching

There are three types of Executive Assistants, however the differences in these three types aren’t
dependent on work responsibilities, but rather on the professional aspirations of the assistants
themselves. As their career grows and changes, they are found shifting between these three
classifications.

The reader may take some time here and try to guess which category he falls under. He is free
to take a wild guess just from the way they interpret the names given to these following three
categories:

• Climbers

• Lifers

• Partners

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