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Additional Posts in EAs / Executive Assistants
Where my McKinsey EA's at??
Coach
Anyone with experience working for Meta?
Coach
So anyone Opting In??
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- communicate.
- if you're scheduling time or even talking about it, CC your ea in. It's hard when you say your exec cannot do something because they're scheduled for another meeting and then a colleague says "the exec approved this time already."
-be honest about your preferences & goals
- treat them as a strategic partner- their job is to help you be most productive. They become a gatekeeper to your time and energy.
- build trust on both sides.
-a shared ea has a lot of competing priorities, so be clear on deadlines and expectations
GREAT advice!
Practically all EAs are shared. Ask how many others your EA is supporting. She/he is likely supporting 7-10 other MD’s/partners. That number will increase with promotions and new hires.
How to help them help you:
If you are traveling help identify preferred flights. Imagine asking someone to price out 4-5 travel itineraries, dither, decide only to find some of the flights are booked. Plus plans always change. Be respectful of your admins time since it directly impacts their ability to support your colleagues. Be specific so they can make an informed decisions when necessary, or when you need them to reach out to you first.
OT is a huge issue since there’s constant push back when reporting it. Simple tasks are time consuming so be upfront about deadlines. Look for emails from your EA and respond promptly. If it’s a last minute request, approve OT if necessary. Ex: They can spend 30-45 minutes waiting for AmEx travel when they can’t cancel plans on-line.
Ensure they have necessary receipts. etc to prepare and submit expenses.
Provide as much info as you can when you start working with someone who may not know your contacts, who supports them, their contact info.
Also express your thanks and show appreciation when the time comes.
Let them own the calendar. Get used to saying, "Please check with EA, as they own my calendar." We often have multiple irons in the fire, internal and external, and it creates a lot of unnecessary rework when an exec blows up their calendar. If we're properly included and have some of the context of the greater vision, we're great at prioritizing.
Read The CEO's Secret Weapon to get a sense for what we can truly accomplish when working in lockstep. Our role is to elevate you so you can reach your next level of success. Your success is your directs's success, my success is your success and their success, their success is your success. Together, we can create a virtuous circle.
Ask them about their growth plans. Some are happy in their current role - "lifers", while others want to continue to learn and grow. Find out what you're working with so you can find the right fuel for their fire. Tell them what you read, who you listen to and follow. Encourage them to pursue their own learning track so they can continue to be an asset for you.
Your EA is your partner, who can make or break your day (and vice versa.) Talk to your EA about both of your styles of communication, about preferences you have on your calendar, and your business priorities. Ask her about her professional goals and priorities. Discuss both of your work styles and work hours so you can align as best as possible.
You don’t mention how many people the EA will support, but be reasonable in your expectations since she will be juggling priorities all day every day.
I love that other EAs are mentioning to say thank you. I thankfully have great execs that thank me daily - it is huge!
- communicate, in fact over communicate to avoid guesswork and miscommunication
- include the EA on any self travel and meetings requesting your time
- copy the EA on projects you know will require his/her assistance and time
- send all receipts with attendees names if applicable with engagement code/name for reimbursable expenses in timely manner; sooner the better
- schedule frequent catch-ups
- include a solid list of do’s and don’ts so the EA knows upfront on what you expect
- don’t volunteer the EA for every task your team wants done. That leads to the team taking advantage of the EA.
- list PTO dates in advance if possible. Takes time to re-arrange schedules if it’s last minute.
- say THANK YOU and treat your EA with respect.
- acknowledge the EA on admins day - 4/20 (other EAs can correct if this date is wrong). Encore award or something that shows appreciation really goes a long way.
- respect the EA’s time. The firm (ION/BPG departments) pushes back on OT so don’t give a big task at the end of day that’s due next day or Monday.
The date for Administrative Professionals Day fluctuates but it's usually on the Wed of the last full week of April. 😉
Coach
Also - thank you for asking. It's really kind of you to care about your future relationship with the assistant.
Come back to this forum anytime if you need more suggestions on anything that comes up.
Communicate more than you think you need to. Check in often, priorities can change daily.
Keep the practice of feedback open between you as this is a huge learning and growing moment for both.
Communicate more.
Include them in kickoff meetings. Include them in team calls so they understand how you and the teams work (pick up vocabulary, and get insight on study logistics).
Provide opportunities for them to plug in and network.
Also, just be nice and say thank you.
Coach
I agree with the above: pay them the over time. Including weekends when someone ask them to do something "quick".
Make sure you align with the other execs on this too. If you ask an admin to do 1 thing after hours or weekend that should be an automatic 2 hours of OT. We sit on the phone sometimes for an hour waiting for customer service (anywhere) to pick up. That's not quick at all.
I've been on the phone at 3am on a Sunday morning booking hotels for folks. It gets real.
Me too 3am 🥲
Coach
Have integrity. Don't lie. About anything. If you're a jerk, own it. She or he will figure it out anyway.
I had one manager tell me that they were going to adhere to all of my calendar rules that was going to help them become better at their job. They were excited to have someone think for them in this way. What ended up happening is they went against all of my rules. Near bout took over the whole calendar again and were still in the same position of being stressed out no matter how much coaching I did.
Get out of your own way by telling The admin the truth. That person can have great suggestions but if you know that you're not going to follow their lead, do not lie and say you will and cause them anguish.
Congruently don't lie on them and say they don't help you when all they tried to do is help you and you really truly just bucked the system they tried to set in place.
Have their back and they will have yours.
Loving these comments. We are the ish!! 💐
Please do your best to always wait to have the final details of what you need before asking them to work on it (meeting, travel, etc.
It becomes really frusturating when meeting details of who is needed, time preference, etc is changed constantly. It’s also embarrassing and makes us look like we are bad at our jobs, especially with external contacts or other assistants in our own orgs that can be passive aggressive.
And congratulations! You will love having someone to help you!
And be sure to recognize your EA's hard work with RACs. Too many PPMDDs don't acknowledge the hard work of the EAs...and it is hard work.
Communication is key. But, there may be things you have to do or are working on that she/he is not to be privy to. Stress that to this person when they start. Say you are not trying to be snobby but you have to keep something confidential.
Thank you all for your replies! Very helpful!
Zero personal work. It’s a completely different position and not anything that should be expected as an executive assistant.
Tip out at the end of the year as a way to say thank you. I guarantee your EA will manage things you never expect or think about!
My #1: be patient. Your new EA needs time to understand your quirks and features. It's a learning process. Just remember we really want to help.
2. Overcommunicating is good at the start, but you should eventually allow him or her to make recommendations. You'll be surprised what a new set of eyes can contribute to your workflow.
3. Do you prefer your EA to ask for permission or forgiveness? Get that clear from the first day.
You are all set. 🙂
Communication is the main thing. I’ve trained and mentored a few.