January 3rd 2025 | by Veronica Tyler Christie Edited 1/19/2025
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In my experience, Iâve often stepped into roles as the smiling, laughing administrator, brought in to "keep a seat warm" and met with, "Weâve never had anyone in this position before, so thereâs no real training on this." during my first week on the job*.* Whenever upper management shares this with me, its a veiled way of letting me know that I will be learning on the fly, teaching myself, and also shaping the role to fit me while working within the parameters of an unfamiliar environment.
Sometimes my intrusive thoughts share the following themes:
Maybe youâre a diversity hire initially encouraged to TAKE SPACE because you deserve the space when really that might be too strong for those who werenât prepared.
Maybe youâre the new ray of naĂŻve sunlight who doesnât know anyone yet and standing in as the personality hire and will be overshadowed after 1-3 years due to a ânew strategic visionâ.
Regardless of what may feel problematic with intentions laced with mission, youâve got to start somewhere.
Please keep in mind that these tips come from alot of pain, betrayal and my own mistakes on the job. Now after taking a few falls, finding distrust in the work environment and sobbing a few times in the 5-7 person windowless conference room, I am now talking and walking my advice. Hopefully this helps you!
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Here are a few tips to help you thrive as an Executive Assistant. (Donât worry, Office Managers, your guide is coming soon.
Get Curious, But Not Too Curious
Sure, youâre the Sherlock Holmes of the office and/or remote environment now, but keep it professional. Ask just enough questions to anticipate needs, understand your superior, but donât poke around so much that you accidentally uncover their questionable weekend hobbies.
Streamline Where You Can (a.k.a. Be the Office Fixer)
Spot the inefficiencies, take initative, and save the day with templates, automations, and smart workflows. Casually act like this level of brilliance is normal for youâit is.
Write Out Your Own SOP Because, Letâs Face It, Nobody Else Will Processes? What processes? Were you told to write out an SOP? What the heck is an SOP? According to Wikipedia: A standard operating procedure (SOP) is a set of step-by-step instructions compiled by an organization to help workers carry out routine operations. Yes, you heard that right - find document software and start logging all the things you do routinely so you remain less of a mystery and manage the chaos. â¨Bonus: youâll have all the answers when things inevitably skew into chaos.
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Consider the following on what should go into an SOP for Executive Assistant
Want to add to the list? Please email me at [email protected]
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Master the Calendar Game (Yes, Stalk Everyoneâs Schedules)
Itâs not exactly admirable, but keeping tabs on everyoneâs calendars is critical. Yes, youâll see some weird entries (âLunch: colonoscopyâ), but when meeting requests start pouring in, youâll be the scheduling mastermind. Protect your bossâs time like a fortressâif their brain power fades by Thursday afternoon or vanish Fridays without a PTO request submitted, block their time accordingly. Its never easy when you learn that your boss misses a meeting which may dust up stakeholder drama because your boss couldnât keep up due to overestimating their own capacity and yetâŚthatâs why you are here! As the Executive Assistant, make sure to ask the Operations lead for permissions to view and add calendars to your outlook, google, or whatever email provider list. You should be able to automatically add them yourself unless there is some concern about permissions. Try to get this done your first week on the job as it is the most unsuspicious way to do your job well.
Bad Day? Stay Cool, Save the Gossip for Your Friends
People might underestimate youâespecially if youâre coming from teaching or the arts. Theyâll flash their big-tech resumes or online college MBAs like badges of honor, but who cares? Keep your cool. Answer concisely, politely double down, focus on actionables, and save any gossip or frustrations for your home girls. Being calm and collected isnât about proving yourselfâitâs about rising above the nonsense and handling business like the bad b*tch you woke up to be today. More times than none, you will get blamed for most mishaps like missed emails or a team member not attaching the right materials prior to a meeting. All in the spirit of weaponized incompetency but to still make your superior shine, amirite? Make sure to save receipts, stay demure with positivity in response and keep it pushinâ.
Last bit of advice: Keep it sharp, keep it chill, and keep them guessing how youâre so good at this. Oh and anytime anyone asks for your complete honesty - just donât - even if they are a fellow generational-born colleague. More times than not, that honesty is better served to yourself, and peace is always an option.
I believe in you but most importantly - believe in yourself first.
Recommended Playlist for your Workday: