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How to manage your time like a top Executive Assistant!
Page Personnel recently hosted a networking event exclusively for Executive Assistants within the Western Sydney Region. Executive Assistants from a wide range of industries inducing Automotive, Financial Services, Retail, Not-For-Profit and Legal attended the event to gain insights into the market. A panel of three Executive Assistants presented on the topic ‘Stretched Five Ways’ -Tips for Prioritising. The panel provided their own tips followed by a Q&A session.
Meet Our Panel
Our panel consisted of three senior Executive Assistants; Nina Hoven – Executive Assistant to CEO of GWA Group Limited, Brie Stevens – Executive Assistant to CEO of Inchcape Australia and Suzie Shehata – Executive Assistant to CEO of Karitane.
Regular face to face meetings
“Communication is key” says Nina Hoven of GWA Group. Communication within the scope of an Executive Assistant role is essential! Regular meetings with the executive or team you support is critical to understanding what is on the agenda for the week and what is a priority. Meeting on a Monday morning is ideal but decide on what works for you and your team.
Strict calendar & task management
Executives are busy and so are you! Which is why calendar management is vital to a successful hour, day, week or month! Use your calendar to section off hours within your week to block out distractions; this is a great chance to work autonomously. These don’t have to be tasks such as sending out agendas and board packs – it can be trivial or simple admin. Schedule meetings a year in advance not two months or so, as this will save you last-minute rescheduling and create timelines that everyone can work with. “Lists are the go-to” said Suzie Shehata of Karitane. Prioritising for yourself and your executive is vital.
Emails: Delete delete delete!
Emails should be seen as a temperature check; they reflect priorities and should be used to gauge what the executive regards as important that week. Remember, deleting is key! Emails can be 24/7 so scanning urgency is vital. A great tip is to scan your emails in the morning and close the program until lunch. Save time, write drafts for your executive and save them somewhere. Colour coordination is very important as well; organise colour schemes with your executive/team to understand urgency and tasks that need follow up.
Overall, the keys to time management success in a role are to “be adaptable and flexible” according to Brie Stevens of Inchcape. You can’t control everything but if you prioritise well, organise yourself (and stick to it) you will be successful in completing your tasks in a busy role.