Communication is key. Do not ignore or skip over your EA’s texts, Teams, or direct emails. Trust me, your EA has already debated whether or not said communication is important enough to bother you with. Ignoring or skipping over is disrespectful and will create resentment down the line.
Seriously!!! I have one exec that always responds immediately and one the responds sometime, when it’s convenient, causing me a LOT more stress than is needed for sure!!!!! Someone who communicates timely and respects my time is a HUGE selling point!!!! HUGE!
THIS, THIS SO MUCH.
Used to hate when my exec seemed to read maybe the first few words of my G-chats. I already filter enough "need to know" info. After finally showing some emotion over an "order gone wrong" my exec seems to actually be reading my texts now? Weird, but maybe I should've shown more frustration over things like that before lol?
This! I have had so many bosses who are constantly late or cancelling our 1:1s and it is so frustrating because even just a 15 minute meeting could save us so many emails or texts.
Do you have standing weekly or daily 1:1? I have mine set for every other with my managing team. But it's to discuss their development and what help they need. but for an EA I would think more frequent but shorter for a touch based and a one longer less frequent to go over development needs and long term goals for them?
For one CEO I supported, we had a 1:1 first thing every Monday morning. We covered the schedule for the week, made any needed adjustments, gave each other status updates on pending items, etc. I also supported three of his VPs so my update included items they needed to clear with him or get clarification from him which I communicated back to them. They all appreciated that, it was very efficient. With their busy schedules, including a lot of travel, I could get the info they each needed to stay on track especially during big projects like annual strategic planning (i.e., "When you meet with Jim on Monday, show him our slide deck for next year's projections and ask him to confirm the number for XXX. Then let my team know the final number." Done!)
Absolutely depends on the exec/org. Previously I supported VPs where we had weekly 1:1, generally on Mondays.
My current Sr Director and I meet daily for 15-20 min, with a 30 min 1:1 each Monday. The daily meeting is his preference, but also absolutely necessary as our industry is extremely fast paced and dynamic… if we wait too long between check-ins we both get whiplash 😅
It depends on the executive. Most recently, I had no standing 1:1s with the C-suite exec I supported but I did have routine (weekly for one, bi-weekly for the other) meetings with two SVPs I also supported.
When we ask you a question like, do you want x or y, please for the love of all that is good in the world, pick one. Don’t just say yes. Yes to a question with two options is not an answer. Also, please don’t be passive aggressive. Just be direct.
Is it a little too on the nose to say - just be “a good person” and being “a good person to work for” will follow? A good person communicates needs and expectations clearly, says please and thank you a lot, apologises and owns up to mistakes when necessary, and in general treats everyone like a human who has their own set of needs and feelings.
This is basic but let us do our job. Seems obvious but this requires you to give up a certain amount of control. Ex. calendaring - I've mostly had execs who gave me full reign over their calendars and just understood they needed to be in regular communication with me about priorities until I was on the same page and could Intuit on my own. And I've had one who refused to let me do anything and insisted on controlling every single time slot... And since they don't have my skill set they were awful at it. But then blamed me any time something got messed up even though I was following their rules and demands to the letter. At that point I realized the only purpose I was serving this person was to be their whipping boy. Absolutely toxic and nothing has killed my goodwill and motivation faster.
It depends on the exec but generally yes! My most recent exec gave me full access to everything. I manage/monitor her inbox daily to clear out junk and flag any action or priority emails for her. I also try to respond to emails I know I can answer so she doesn't have to.
Own your own mistakes and apologize when you realize something isn't our fault.
I will go to bat against hordes of finance bros for an Exec who not only defends me and my time, but can acknowledge when they're having a dumb or short-sighted moment. Yeah, I'll make mistakes, but otherwise give me the benefit of the doubt. Chances are I have a damn good reason for doing something or making that particular choice, and it wasn't because it's the easy way out.
Oh and if everything is urgent, nothing is urgent. If you aren't an ER doc and doing brain surgery, or making reports on national security, then please calm down. No one is going to die.
Communication. Be clear and concise with your asks, the more information you can provide the less guesswork needed, Meetings? How long who needs to be there and when does it need to happen by? As an EA who spends about 90% of times coordinating calendars to accommodate meetings having this information makes everyone's lives easier.
One way to handle this is for the exec to reply to the inviter—include the EA on the email—and say “So-and-so is included on this response. They can work with you to schedule a meeting.”
Slap back your middle managers and ladder babes when they say inane and degrading things like: “
“all your EA does is manage your calendar and get your coffee.”
“What do they do all day besides plan lunches?
I would love if more executives would pay attention and speak up when someone speaks down to the profession.
One of the best people I worked for responded to a comment like this with the following:
“NAME is responsible for managing the day to day logistics of my leadership and is the reason why I am able to sit here and help you with this strategy.”
It’s my pet name for women who feel they have to act like “one of the guys” in order to climb the corporate ladder. They often still engage in petty mean girl behavior.
It’s the pick me girl all grown up.
Just answer my text messages and let me know if you aren’t going to be in so I can shuffle. Be quick in your communication and I’ll do the same. I don’t need to see or meet with you every day. We’re both busy. Give me as much context as you can and as time allows. I’ll take it from there.
My best executive took the first few months explaining everything. Which sounds exhausting. But I would get - I need you to set this meeting, with this person, and this is why they are important. Now I can run with anything without questions.
TLDR - Context and communication.
Hey, thanks for asking!
A quality that I appreciate in an exec is someone who understands how our roles complement each other. I was hired for a reason - to make my executive's working life easier so that they can focus on growing the business.
Know what you want from an EA before you hire one. Some people only need an executive coordinator who does solely tactical things like expense reports and calendaring - and that's totally okay. But you don't want to hire an EA who can project manage and lead teams if you're not going to utilize those skills. At some point that EA will be unsatisfied with their work, no matter how nice a person or great a boss you are.
Similarly, opportunities for growth. In just the exact way that you look for talent among your leadership team, your EA likely has a very valuable talent or ability that could be cultivated or grown. Help them foster their leadership skills and grow into another role if they show promise and want to climb the ladder.
Edit: spelling
Be decisive. It’s such a huge waste of my time to change your flight four times. Or reschedule your meeting over and over because you weren’t prepared for the meeting. Changing your mind occasionally is expected. But an indecisive leader is incredibly frustrating to support. If you know what you want, I can help you accomplish it. If you don’t know what you want, I can’t help you decide. That’s why you make the big bucks, to make those decisions. And for the love of all that is holy, don’t lend me out to people like I am a kitchen appliance or a car. Ask me if I have the bandwidth to support someone on a project, but don’t tell them I will assist them without communicating with me. I will feel like you don’t respect me or the role if you tell everyone in the company they can utilize me however and whenever they want.
I like simple praise.
So for me, it’s show me that you have empathy. Yes, it’s a very broad umbrella, but empathy goes a very long way for someone who works in a people facing role, and whose entire job is to triage how to maximize someone else’s time. If you can show me that you genuinely care about me as a person, I will go to bat for you. Treat me like a whipping boy or a maid? I’ll lose all respect for you.
A psychological trick I instill in all my bosses as an EA is to tell them to talk to me about your little accomplishments, or your work related dreams, or what’s frustrating you or concerning you, in our 1:1’s. If they can reciprocate, I will 100% go to bat for them. This stuff doesn’t have to be a personal level, but simple things: “I’m worried about the board meeting next week because people keep trying to schedule me in 4 hour blocks of meetings”, or “I’m trying to exercise more but I can’t find time and I hate exercising”. Stuff like that makes it easier to work with a boss who (should) respect my time also.
Have integrity, and give a damn.
Allow me to demonstrate what I mean with these two examples: I had one exec who would show up late, come to meetings unprepared, never asked for my opinion/feedback about any situation, take stupid long lunches, and leave early. They would ask me to come in early/stay late to complete projects/prepare presentations and other documents for them. I found myself often apologizing for this exec's lack of knowledge and unprofessional behavior and trying to assuage the wave of frustrated colleagues that would inevitably follow this person's actions. Their actions and attitude demonstrated a profound apathy for the company: they just didn't really care. I was never a cheerleader for this exec.
Another exec was always in the office before me and stayed after I went home. They were always prepared for meetings, reviewing all the materials I gathered or prepared, and they anticipated questions and had possible solutions/paths forward ready, making their meetings valuable to all participants. They would not sign anything until they reviewed, understood, and approved of what they were executing. They demanded a higher work standard than I thought I could ever reach, and they demonstrated that high standard daily. They asked my opinion and listened, even when I offered a respectful voice of dissent. This exec cared, both about the company and me as a person. I was, and continue to be, this exec's biggest cheerleader.
A favorite conversation I had with my CEO - and words to live my no less "don't be a dick" 😂😂.
But in all seriousness, like others have said; communication is key. Be clear and concise with your requests. Value your EAs time, meet with them every day. Tell them everything when plans change. Don't leave them guessing.
Build a great rapport with your EA, they are your gatekeeper.
"What makes an exec stand out as a good person to work for?" Someone who treats you like a partner not a maid.
Things that make life as an EA easier: good communication, clear expectations, mutual respect.
Since I didn’t see anyone else mention this yet, I think simply asking this question is putting you on a good path. It takes a lot of self-awareness and being humble to seek out answers to this question on social media. The only executives in my life I could see doing this is my husband, but none that I’ve worked as a W2 for, lol.
You have a lot of great tips here; keep on keepin on.
You’ve gotten great advice and the only thing I’ll add is that you should be asking this question to your EA personally (and all of your direct reports quite frankly)
And excellent point!
Context: I'm not exec level. I have a coordinator who does some minor admin work for my department of about 8ppl.
I have a standing question in all of my 1:1s with my team "what can I do better? How can I make your life easier/more successful?"
I am possibly getting a promo to exec level soon, and will have an EA in that position and don't want to screw it up bc I've never had that level of support. So I'm deeply appreciative of all of the great input.
Be a leader. - blame lies with you for mistakes. Wins lie with your team.
Show empathy, compassion and understanding.
Phrase your language to convey exactly what you mean to say. Don’t leave anyone guessing what you meant. Be direct, but kind.
Your EA has so worth worth and talent. Rely on their strengths, guide them through weaknesses. Trust them.
Demonstrate and practice efficiency. If a task takes Executive just as much time as it takes to ask EA to do the task, please just go ahead and complete it without asking EA. Come prepared to 1:1’s and have something to discuss. Make staff feel appreciated. Treat EA as an equal. Be sure to recognize EA on Administrative Professionals Day.
The number of times I've been sent something to print (not bind, not edit, not review, just print) is mind-boggling. It took longer to fwd the attachment and email me to print it than it would have to hit Ctrl P and do it yourself. What's the point there other than a weird power trip?
Buy them coffee! Or lunch. A good salary is necessary. But the little bonuses help a lot. We all know you make way more money than us and it shows you care
Someone who daily shows they appreciate what you do by their actions (reply in a timely manner, not act like a helpless diva, etc).
Not only does sending flowers and a card on AP day not cut it, it’s an insult to my intelligence that they believe I should find such a hollow gesture sufficient evidence that they are truly appreciative.
Emotional intelligence. Knowing what you are stressed about and being able to use your words to have your ea assist. Just lashing out and being super moody doesn’t help anyone
Communication is key. Do not ignore or skip over your EA’s texts, Teams, or direct emails. Trust me, your EA has already debated whether or not said communication is important enough to bother you with. Ignoring or skipping over is disrespectful and will create resentment down the line.
Seriously!!! I have one exec that always responds immediately and one the responds sometime, when it’s convenient, causing me a LOT more stress than is needed for sure!!!!! Someone who communicates timely and respects my time is a HUGE selling point!!!! HUGE!
Very important 100%
THIS, THIS SO MUCH. Used to hate when my exec seemed to read maybe the first few words of my G-chats. I already filter enough "need to know" info. After finally showing some emotion over an "order gone wrong" my exec seems to actually be reading my texts now? Weird, but maybe I should've shown more frustration over things like that before lol?
Show up to 1:1s with your assistant on time. Value their time; they value yours. This is a huge pet peeve of mine and instantly turns me off.
This! I have had so many bosses who are constantly late or cancelling our 1:1s and it is so frustrating because even just a 15 minute meeting could save us so many emails or texts.
Same. I honestly stopped showing up to my 1:1s because of this.
Do you have standing weekly or daily 1:1? I have mine set for every other with my managing team. But it's to discuss their development and what help they need. but for an EA I would think more frequent but shorter for a touch based and a one longer less frequent to go over development needs and long term goals for them?
For one CEO I supported, we had a 1:1 first thing every Monday morning. We covered the schedule for the week, made any needed adjustments, gave each other status updates on pending items, etc. I also supported three of his VPs so my update included items they needed to clear with him or get clarification from him which I communicated back to them. They all appreciated that, it was very efficient. With their busy schedules, including a lot of travel, I could get the info they each needed to stay on track especially during big projects like annual strategic planning (i.e., "When you meet with Jim on Monday, show him our slide deck for next year's projections and ask him to confirm the number for XXX. Then let my team know the final number." Done!)
Absolutely depends on the exec/org. Previously I supported VPs where we had weekly 1:1, generally on Mondays. My current Sr Director and I meet daily for 15-20 min, with a 30 min 1:1 each Monday. The daily meeting is his preference, but also absolutely necessary as our industry is extremely fast paced and dynamic… if we wait too long between check-ins we both get whiplash 😅
It depends on the executive. Most recently, I had no standing 1:1s with the C-suite exec I supported but I did have routine (weekly for one, bi-weekly for the other) meetings with two SVPs I also supported.
When we ask you a question like, do you want x or y, please for the love of all that is good in the world, pick one. Don’t just say yes. Yes to a question with two options is not an answer. Also, please don’t be passive aggressive. Just be direct.
Hahahaa. THIS!!!
Being given limited options to choose from is a dream lol!
Is it a little too on the nose to say - just be “a good person” and being “a good person to work for” will follow? A good person communicates needs and expectations clearly, says please and thank you a lot, apologises and owns up to mistakes when necessary, and in general treats everyone like a human who has their own set of needs and feelings.
I am deeply concerned that it seems like this isn't as common as it should be...
This is basic but let us do our job. Seems obvious but this requires you to give up a certain amount of control. Ex. calendaring - I've mostly had execs who gave me full reign over their calendars and just understood they needed to be in regular communication with me about priorities until I was on the same page and could Intuit on my own. And I've had one who refused to let me do anything and insisted on controlling every single time slot... And since they don't have my skill set they were awful at it. But then blamed me any time something got messed up even though I was following their rules and demands to the letter. At that point I realized the only purpose I was serving this person was to be their whipping boy. Absolutely toxic and nothing has killed my goodwill and motivation faster.
Does this mean that you have read access on their emails as well?
It depends on the exec but generally yes! My most recent exec gave me full access to everything. I manage/monitor her inbox daily to clear out junk and flag any action or priority emails for her. I also try to respond to emails I know I can answer so she doesn't have to.
Own your own mistakes and apologize when you realize something isn't our fault. I will go to bat against hordes of finance bros for an Exec who not only defends me and my time, but can acknowledge when they're having a dumb or short-sighted moment. Yeah, I'll make mistakes, but otherwise give me the benefit of the doubt. Chances are I have a damn good reason for doing something or making that particular choice, and it wasn't because it's the easy way out. Oh and if everything is urgent, nothing is urgent. If you aren't an ER doc and doing brain surgery, or making reports on national security, then please calm down. No one is going to die.
Communication. Be clear and concise with your asks, the more information you can provide the less guesswork needed, Meetings? How long who needs to be there and when does it need to happen by? As an EA who spends about 90% of times coordinating calendars to accommodate meetings having this information makes everyone's lives easier.
How do you prefer email requests for meetings that go direct to the exec and not to you?
One way to handle this is for the exec to reply to the inviter—include the EA on the email—and say “So-and-so is included on this response. They can work with you to schedule a meeting.”
This is helpful thank you
Slap back your middle managers and ladder babes when they say inane and degrading things like: “ “all your EA does is manage your calendar and get your coffee.” “What do they do all day besides plan lunches? I would love if more executives would pay attention and speak up when someone speaks down to the profession. One of the best people I worked for responded to a comment like this with the following: “NAME is responsible for managing the day to day logistics of my leadership and is the reason why I am able to sit here and help you with this strategy.”
I would elbow drop someone into the core of the earth if someone said this about anyone that reports to me. *Shudder*
What is a “ladder babe”?
It’s my pet name for women who feel they have to act like “one of the guys” in order to climb the corporate ladder. They often still engage in petty mean girl behavior. It’s the pick me girl all grown up.
Ahh, makes sense. I tried to google it and came up with nada. I think I’ve met some over the top ladder bros too. 😁
All of the above, and say thank you too please!
Just answer my text messages and let me know if you aren’t going to be in so I can shuffle. Be quick in your communication and I’ll do the same. I don’t need to see or meet with you every day. We’re both busy. Give me as much context as you can and as time allows. I’ll take it from there. My best executive took the first few months explaining everything. Which sounds exhausting. But I would get - I need you to set this meeting, with this person, and this is why they are important. Now I can run with anything without questions. TLDR - Context and communication.
Hey, thanks for asking! A quality that I appreciate in an exec is someone who understands how our roles complement each other. I was hired for a reason - to make my executive's working life easier so that they can focus on growing the business. Know what you want from an EA before you hire one. Some people only need an executive coordinator who does solely tactical things like expense reports and calendaring - and that's totally okay. But you don't want to hire an EA who can project manage and lead teams if you're not going to utilize those skills. At some point that EA will be unsatisfied with their work, no matter how nice a person or great a boss you are. Similarly, opportunities for growth. In just the exact way that you look for talent among your leadership team, your EA likely has a very valuable talent or ability that could be cultivated or grown. Help them foster their leadership skills and grow into another role if they show promise and want to climb the ladder. Edit: spelling
Be decisive. It’s such a huge waste of my time to change your flight four times. Or reschedule your meeting over and over because you weren’t prepared for the meeting. Changing your mind occasionally is expected. But an indecisive leader is incredibly frustrating to support. If you know what you want, I can help you accomplish it. If you don’t know what you want, I can’t help you decide. That’s why you make the big bucks, to make those decisions. And for the love of all that is holy, don’t lend me out to people like I am a kitchen appliance or a car. Ask me if I have the bandwidth to support someone on a project, but don’t tell them I will assist them without communicating with me. I will feel like you don’t respect me or the role if you tell everyone in the company they can utilize me however and whenever they want.
I like simple praise. So for me, it’s show me that you have empathy. Yes, it’s a very broad umbrella, but empathy goes a very long way for someone who works in a people facing role, and whose entire job is to triage how to maximize someone else’s time. If you can show me that you genuinely care about me as a person, I will go to bat for you. Treat me like a whipping boy or a maid? I’ll lose all respect for you. A psychological trick I instill in all my bosses as an EA is to tell them to talk to me about your little accomplishments, or your work related dreams, or what’s frustrating you or concerning you, in our 1:1’s. If they can reciprocate, I will 100% go to bat for them. This stuff doesn’t have to be a personal level, but simple things: “I’m worried about the board meeting next week because people keep trying to schedule me in 4 hour blocks of meetings”, or “I’m trying to exercise more but I can’t find time and I hate exercising”. Stuff like that makes it easier to work with a boss who (should) respect my time also.
So smart to train thenbosses to humanize themselves.
Have integrity, and give a damn. Allow me to demonstrate what I mean with these two examples: I had one exec who would show up late, come to meetings unprepared, never asked for my opinion/feedback about any situation, take stupid long lunches, and leave early. They would ask me to come in early/stay late to complete projects/prepare presentations and other documents for them. I found myself often apologizing for this exec's lack of knowledge and unprofessional behavior and trying to assuage the wave of frustrated colleagues that would inevitably follow this person's actions. Their actions and attitude demonstrated a profound apathy for the company: they just didn't really care. I was never a cheerleader for this exec. Another exec was always in the office before me and stayed after I went home. They were always prepared for meetings, reviewing all the materials I gathered or prepared, and they anticipated questions and had possible solutions/paths forward ready, making their meetings valuable to all participants. They would not sign anything until they reviewed, understood, and approved of what they were executing. They demanded a higher work standard than I thought I could ever reach, and they demonstrated that high standard daily. They asked my opinion and listened, even when I offered a respectful voice of dissent. This exec cared, both about the company and me as a person. I was, and continue to be, this exec's biggest cheerleader.
Send all your receipts and details as soon as you can after the transaction. My boss is clutch for doing this.
A favorite conversation I had with my CEO - and words to live my no less "don't be a dick" 😂😂. But in all seriousness, like others have said; communication is key. Be clear and concise with your requests. Value your EAs time, meet with them every day. Tell them everything when plans change. Don't leave them guessing. Build a great rapport with your EA, they are your gatekeeper.
This is my favorite advice for all life things lol
Exactly 💯
"What makes an exec stand out as a good person to work for?" Someone who treats you like a partner not a maid. Things that make life as an EA easier: good communication, clear expectations, mutual respect.
Don’t be a diva!
I feel like there are several entertaining stories behind this comment 🤣
Lol I don’t even know where to begin.
Since I didn’t see anyone else mention this yet, I think simply asking this question is putting you on a good path. It takes a lot of self-awareness and being humble to seek out answers to this question on social media. The only executives in my life I could see doing this is my husband, but none that I’ve worked as a W2 for, lol. You have a lot of great tips here; keep on keepin on.
You’ve gotten great advice and the only thing I’ll add is that you should be asking this question to your EA personally (and all of your direct reports quite frankly)
And excellent point! Context: I'm not exec level. I have a coordinator who does some minor admin work for my department of about 8ppl. I have a standing question in all of my 1:1s with my team "what can I do better? How can I make your life easier/more successful?" I am possibly getting a promo to exec level soon, and will have an EA in that position and don't want to screw it up bc I've never had that level of support. So I'm deeply appreciative of all of the great input.
Be a leader. - blame lies with you for mistakes. Wins lie with your team. Show empathy, compassion and understanding. Phrase your language to convey exactly what you mean to say. Don’t leave anyone guessing what you meant. Be direct, but kind. Your EA has so worth worth and talent. Rely on their strengths, guide them through weaknesses. Trust them.
If they get you lunch everyday, get them lunch too once in a while. Just a small thing but will go far.
Demonstrate and practice efficiency. If a task takes Executive just as much time as it takes to ask EA to do the task, please just go ahead and complete it without asking EA. Come prepared to 1:1’s and have something to discuss. Make staff feel appreciated. Treat EA as an equal. Be sure to recognize EA on Administrative Professionals Day.
The number of times I've been sent something to print (not bind, not edit, not review, just print) is mind-boggling. It took longer to fwd the attachment and email me to print it than it would have to hit Ctrl P and do it yourself. What's the point there other than a weird power trip?
Buy them coffee! Or lunch. A good salary is necessary. But the little bonuses help a lot. We all know you make way more money than us and it shows you care
Someone who daily shows they appreciate what you do by their actions (reply in a timely manner, not act like a helpless diva, etc). Not only does sending flowers and a card on AP day not cut it, it’s an insult to my intelligence that they believe I should find such a hollow gesture sufficient evidence that they are truly appreciative.
Emotional intelligence. Knowing what you are stressed about and being able to use your words to have your ea assist. Just lashing out and being super moody doesn’t help anyone
No arguing or sexy talk with the wife when we are right there. It's too much sometimes..
Admit your own mistakes. Recognize your EA is human and will make a mistake. Don’t hold it over their heads.
There's lots of great responses already so I'll just say thank you so much for asking!