10/24/2016

The Effective
Executive Assistant

Prepared by
V. Felder

About Me
 Detroit Service Learning Academy/Over 15
years, started in the class-room
 Media, Community Relations, Marketing,
Parent Involvement and Communications
 Executive Producer of DSLA presents
“Class Act”, Reality TV Show
 BS in Organizational Management/
 Etiquette Columnist for the Michigan
Chronicle
 Taught Business Protocol at Detroit Mary
Grove College
 Hobbies, make candles, study quantum
physics, patent products
 MS Organizational Leadership Johns
Hopkins

Executive Assistant
Job Description/Expectations

Part 1

1
 10/24/2016

The Role of the Executive Assistant

EA’s are established
professionals with proven
managerial and operational
skills. This role is for people with
very good communication skills,
advance proficiency with
computers and the ability to
grasp new technologies. They
work with executives, Principals,
Superintendents and
Administrators

EA role cont.
O Because of their O This role requires
dependability, someone who can
accountability and work independently
proximity to the O Is Tactful
Superintendent/Prin O Can operate on
cipal, the Principal or
EA’s are considered Superintendent’s
key players in the behalf to make
organization! good decisions

Typical EA Job Description

O Perform typical, specialized, complex administrative work requiring the
use of independent judgment.
O Interpreting and implementing policies and procedures related to the
district.
O Analyzing and resolving office administrative and procedural
challenges, conducting surveys, preparing district reports and making
recommendations.
O Organizing work, setting priorities, meeting deadlines and following up
on assignments with minimal direction.
O Using initiative, intuition and independent judgment within the districts
guidelines
O Providing support in the areas of, budgeting, report preparation, and
staff communication.
O The ability to establish, build and maintain relationships with the
general public as an ambassador to your district.
O Is able to use word, excel, powerpoint and other computer applications

2
 10/24/2016

The Effective EA
The Effective EA builds
value for the district by
supporting the
Principal/Superintenden
t in such a manner that
he/she is able to more
effectively perform their
job.

Core Competencies
Adaptability
• Demonstrates flexibility in the face Team Player

of change
• Projects a positive demeanor Effective Time
Broad
Understanding
Management of the District
regardless of the changes in the Mission

working environment or conditions

(unified front) The
Effective
• Show the ability to manage multiple Executive
conflicting priorities without the loss Takes Initiative Assistant Computer &
Tech Savvy

of composure

Organizational Skills Strong

• Time Management Intuitive Communication

Skills

• Space Management
• Task Management

Core Competencies cont.

Proactive Anticipation of needs
O Demonstrates the ability to foresee problems and prevent
them by taking action
O Utilizes analytical skills and understanding of the policies and
procedures to interpret needs
Communication Skills
O Listening Skills, Oral and Written
O Is Detailed, correspondences are free of grammatical and
spelling errors.
Is Service Orientated
O Interacts professionally with clients and associates at all
times
O Promptly responds to requests with accuracy and a
courteous demeanor

3
 10/24/2016

10 tips for the Exceptional EA

1. Build a Relationship on Trust and integrity
2. Make Your Executive Look Amazing!
3. Prioritize, Delegate and Fulfill Commitments
4. Be a Trusted Advisor and Team Player
5. Time Management is Crucial
6. Communication is Key
7. Write Down Everything, Summarize and Follow
up
8. Build and Maintain Systems
9. No Task is Beneath You
10. Develop the Exceptional EA Personality

15 Additional tasks
O Reception Management O Presentation
O Coffee Management Management
O Go For Management O Buzz Management
O Equipment Management O Information Management
O Supply Management O Multi-tasking
O Event Management
Management
O Micro-management
O Agenda Management
O Impact Management

Establish Trust!
Part 2

4
 10/24/2016

EA & The Boss!

O The EA and the
Principal/Super are in a very
intimate relationship.
O It is YOU the people interact
with most of the time.
O Trust & Integrity are Key!
O Once you have established
Trust you will become a
valued advisor.
O Is solution orientated/problem
solver

12 Quick Ways to Gain Trust

1. Listen to Everything 7. Ask about a related
2. Empathize (for real) area
8. Ask great questions
3. Note what the others
are thinking 9. Shares ideas openly
10. Respond
4. Build a shared
immediately
Agenda
11. Be Confident
5. Be Vulnerable
12. Don’t miss a
6. Speak the truth commitment

Listen to Everything!
Listen attentively so
that you don’t have to
be told twice.
Take notes
Follow the HEART
Listening System
O H- Hear everything that
is being said & what’s
Not
O E-Extract relevant
information
O A-Arrange the info
sufficiently
O R-Remember the
information and the
organization
O T-Take Action

5
 10/24/2016

Empathize for REAL!

Empathy helps you experience another

persons emotions as if they were your
own
Example
A distressed team member asks for a
meeting with the Principal right away, this
is not possible as he has a board meeting
he is preparing for in 30 minutes.

How do you show empathy and take

action?

Build A Shared Agenda

O Try to meet with your boss every

morning to make sure you are on
the same page about what should
be a priority.
O Check in throughout the day to
make sure he/she is on schedule
O 5 minute end of the day debrief
about your progress on
assignments.

Be Vulnerable

O Honesty about your

weaknesses is one of the
best ways to build trust
O Share embarrassing
stories
O No such thing as a stupid
question, so ask questions!

6
 10/24/2016

EA Faux Pa’s
DO!
O Share info with the
Team
O Be a Team player Don’t
O Be part of the solution
O Gossip
O Seek first to
understand O Leak sensitive
O Seek advise from information
others
O Be a know it all
O Ask for help
O Be flexible O Let your ego
O Be accountable for rule
your actions
O Gloat
O Accept mistakes and
learn from them

Make your Boss Look

Amazing!
Part 3

Remove EGO
One of the
challenges of being
an exceptional EA
is becoming
comfortable enough
to let the boss have
all your credit.

It also means
staying a few steps
ahead of what they
might need and
thinking of what
they have not
thought of

7
 10/24/2016

Looking Good!
O Create Profiles for team
members, Board Members,
Community Partners, In Kind
Service Providers etc.
O Profiles should contain,
name, birthdays, spouse
name, address phone
number, fav restaurant, fav
food, name of children,
special interest etc.
O Use the info to send cards
and gifts

Read Body Language

O Read the Boss body
language, what makes
him/her uncomfortable?
O What makes them
annoyed, frazzled etc.
O Be prepared to ask how
you can help
O Start his/her day with
the most challenging
tasks

Prepare & Script

O Empower the boss with
info that will help him/her
quickly problem solve
O Prepare a professional
biography that includes
career accolades
O Give him/her talking
points for special
interviews, meetings etc.

8
 10/24/2016

Prioritize, Delegate, &

Complete
Part 4

Before Committing Communicate

O Are there any barriers to completing the

task
O Do you need the help of co-workers will
they be receptive?
O Who has to be bought in the loop?
O What roles will each person play?
O What information do you need?
O Are there key deadlines?
O Anticipate the challenges

Discipline, Delegation, &

Prioritization
Five D’s of Discipline
O Determine the importance, don’t be busy and
unproductive
O Deadline-give yourself a timeline to create a
sense of urgency
O Decide on an Implementation plan- beware of
paralysis from analysis (don’t over think it)
O Delegate- tasks you are weak in.
O Do It-

9
 10/24/2016

The Art of Delegation

8 keys to successful delegation
O Stress Results/Not details- don’t bother the boss
with the details EA handles details.
O Teach colleagues how to problem solve
O Reverse the questions
O Communicate clearly and specifically
O Follow Up!
O Give Strict and realistic deadlines (realistic
expectations)
O Keep a log of who is doing what
O Delegate based on team members strengths and
weaknesses (set folks up for success)

Define Team Roles

Team Roles
O Team Leader/Facilitator
coordinate, provide resources
and manage the process, is
the go to.
O Team Recorder- is the scribe,
keeps a records and reports
O Team Coach-usually
someone who may have
experience with the task,
usually gives advice or makes
suggestions. Is just an
advisor.

Are We Done Yet?!

Did you complete the right task

Define Done
O Completing the task per
the boss expectations
O Finishing by the timeline
O Do you feel that the
project is satisfactorily
completed or do you
need to ask for more
time?

10
 10/24/2016

The Career Path of an EA

Part 5

Types of Executive
Assistants

Climbers, Lifers & Partners

The Climber
O See the position as a
stepping stone
O They form O Loyalty is not a
relationships with key strong point
people O They are motivated
by personal gain &
O They want to make a future goals
name for themselves O They do not consider
O They are career the position long term
driven & enthusiastic O They will go above
and beyond
O Typically outspoken O Climbers should
O They build a make there career
reputation by being goals clear
noticed

11
 10/24/2016

The Lifer
O Some EA’s expect O They want to perform
to retire in this satisfactorily, but do
position not go above and
O They are content,
beyond
O They like knowing
O They don’t want to what to expect, they
change careers or are more loyal to the
companies job than the person
O They are motivated
O Feel little desire to
by stability &
grow or seek new consistency
opportunities O They like their job
and want to stay as
long as possible

The Partner
O See their role as a
partnership/Collaboration
O They are good
O They view their communicators
accomplishments as a
O Good at
mutual thing she/he feels
the success of the brainstorming and
Principal/Executive is a lending ideas, advice
result of team work O They are valued and
O They are motivated by a
respected
job well done O They are genuine in
O They feel rewarded by the
the attempt to help
success of the outcome O They are loyal

The Indispensable EA
O Starts each day with O Does not allow
a smile her/himself to be
O Treats everyone with taken advantage of
respect O Keeps the bosses
O Is professional and confidence
friendly with everyone O Does not date the
O Has reliable co-workers
colleagues that they O Does not get caught
can depend on up in office politics
O Has a great O Finally no romance
relationship with the with the boss
finance department

12
 10/24/2016

Questions?

13