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  • The Most Important Skills to have as an Executive Assistant

    The Most Important Skills to have as an Executive Assistant

    In modern offices, you will be hard-pressed to not find an executive assistant. These individuals play a crucial role in organizations big and small. Ostensibly, an executive assistant supports just one person—but in practice, an exceptional executive assistant adds an extra dose of efficiency and productivity to the entire office.

    The job description for the executive assistant to a vice-president of finance will differ from the job description for the executive assistant to the CEO of a non-profit organization. However, certain skill-sets will always be in demand for this position.

    The most important skills to have or acquire:

    1. Time Management

    An executive assistant manages the day-to-day schedule for the person he or she supports. Therefore, you should be familiar with scheduling software, such as Microsoft Outlook, Google Calendar and PeopleSoft. These programs will also help with forward planning: you will be responsible for keeping an eye on what’s coming up, especially deadlines. Time management also involves being able to prioritize tasks. Your to-do list will no doubt be long; the key to making your list manageable is knowing which tasks are urgent and which ones can be safely put off to another day.

    2. Communication

    You will have contact with many people both inside and outside the organization. It goes without saying that your communications need to be professional. Not only are you representing your boss and your organization, but you need to maintain good working relationships. Another way to maintain professional rapport is to communicate and set appropriate expectations. Know when you need to say, “I’m sorry, event X has to take priority this week. Can I get back to you about event Y next week?” And when you promise to follow up; make sure you do!

    3. Flexibility

    Executive assistants need to be flexible. You may have put together the perfect schedule for your boss—but an emergency happens and now you’re busy coordinating with other busy people to reschedule meetings. Is this a headache? Yes. But if you react with a negative attitude, you are acting unprofessionally. Learning to roll with the punches is a necessary skill-set for executive assistants because life is not always going to follow your schedule.

    Now that you have a better idea of the core competencies of an executive assistant, you can investigate what skills and knowledge you need specific to your boss and your organization. For example, if you are applying to work for a vice-president of finance, you will stand out from the other applicants by having some experience in an accounting or finance environment. Becoming an executive assistant is a challenging and demanding position, but an incredibly rewarding one.

  • Is the Corporate World Right for You?

    Is the Corporate World Right for You?

    You may be asking yourself “What should I do after finishing school?” You can consider a blue collar job in the trades like a plumber, electrician or construction worker. You can open your own business. Or, you can consider a white collar corporate job. Consider all your options- you have tons. There are pros and cons to all paths, but it is up to you to determine what you can and cannot handle.

    When people refer to a corporate job, they mean an office job like an accountant, manager or lawyer. Many graduates aspire to a corporate job because of the high pay and prestige. However, before preparing for a corporate career, you should ask yourself if corporate life is right for you.

    Do you like working set hours? Most corporate jobs start at 8:30 a.m. and end at 4:30 p.m. Unless you have an easy going boss, they won’t take too kindly if you arrive late or leave early every day.

    Do you like dressing up all the time? You may have to wear a business suit especially if you’re a lawyer or manager. Sometimes, you can get away with not wearing a suit, but you still need to dress professionally.

    Do you like privacy? You don’t have any privacy in an office. Everyone can see when you arrive or leave and hear what you say on the phone. Your boss can look over your shoulder and even monitor how you use the phone, internet and computer.

    Do you like to speak your mind? Corporate politics are the unspoken rules on how you behave. If you say the wrong thing or speak badly to the wrong person, you can offend them. And if the offended person has power, they can either fire you or make your work life very miserable.

    Do you like to follow rules? Corporations have a rule for almost everything: your conduct, work hours, attire – just to name a few. The office is not a place for rebels. So if you don’t like a lot of rules, think twice about corporate life.

    Can you sit in the same place all day? In the office, you have a designated place where you sit every single day. Sitting all day can be very stressful if you’re a fidgety person who cannot sit still for a long time.

    Do you like being indoors all the time? For most corporate jobs, you’ll be inside at least eight hours a day. If you’re the outdoorsy type who likes being outside, this may be a hard adjustment for you.

    Can you work with annoying noises around you? Believe or not, offices can be quite noisy. You can hear printers, people tapping away at their computer, other people’s conversations, people talking too loud on the phone, sneezing, coughing, cursing – you name it. And if you’re trying to focus, all this noise can drive you crazy!

    If after answering these questions you feel that corporate life isn’t for you, it’s not the end of the world. There are a lot of upsides to working in a corporate world. Everyone will be able to work their way “up the corporate ladder”, and that can be extremely rewarding. A lot of careers in the trades pay just as well as corporate jobs. You can also do very well running a business. Each choice has its own challenges. The key is to do what’s right for you.

    References:

    Making a Successful Transition from College to Career: Time for a Reality Check http://www.quintcareers.com/college-to-career.html

    Payscale.com – Automobile Mechanic Salary (Canada) http://www.payscale.com/research/CA/Job=Automobile_Mechanic/Hourly_Rate

    The 10 Worst Things About Working In An Open-Office—In Your Words http://www.fastcompany.com/3022456/dialed/the-10-worst-things-about-working-in-an-open-office-in-your-words

    Ask a Manager http://www.askamanager.org/2012/10/i-dont-want-to-sit-in-an-office-all-day.html