The responsibilities of an executive assistant are of paramount importance in effectively managing business duties and further the growth of a company. To competently and professionally handle the various tasks at hand, an executive assistant must be skilled in human resource management, time management, communication, collaboration and technology.
Skills of an Executive Assistant
Skills of an executive assistant that come into constant use on-job are:
- Organising
- Time Management
- Planning
- Communication
- Human Resource Management
Organising
The responsibilities of an executive assistant include organising and controlling emails, electronic files and other communication methods. Keeping the workspace organised and using organisational methods such as using organisational software or a to-do book ensures timely and effortless retrieval of information.
Effective organisation reduces wastage of time and resources, and helps in keeping the working environment simple and productive.
Time Management
To save wastage of time and effort, an executive assistant must maintain schedules, keep track of the work of others, and manage their own time effectively to ensure minimum use of resources and maximum productivity. Prioritising targets successfully and setting goals accordingly are essential to reduce wastage of time.
Projects must be tracked and reviewed to maximise productivity and minimise costs. Effective time management increases output without putting in more effort thereby saving resources.
Planning
Planning meetings, both large and small, are a part of the responsibility of an executive assistant that requires a certain set of skills. Both organisational and communication skills are required to plan meetings. The skill of asking the right questions, listening and hearing as and when required is essential to successful planning.
Communication
One of the most important skills that every professionally trained executive assistant possesses is powerful communication. Using verbal, non-verbal and written communication to bring positive results is an art that all top executive assistants possess. Influencing, encouraging and leading the team towards performance and productivity are qualities that can be achieved through training.
Understanding how to handle different personalities, resolve difficult situations and create a positive environment to work in lead to superior results.
Human Resource Management
Effective management of human resources include using the skills and strengths of the employees to advance the company and its employees. To improve performance, employees must be encouraged, influenced and rewarded for their excellence.
Training to become an executive assistant initiates a person to become an effective manager of time and resources. These are invaluable skills that become a part of the personality of executive assistants where their aim is to improve and improvise for the accelerated growth of the company.