If you’re a small business owner, entrepreneur, or executive at your company, chances are you keep pretty busy. Staying on top of all your to-dos can sometimes feel like a herculean task. That’s when an executive assistant can lend a hand. An executive assistant plays a pivotal role in ensuring smooth operations, effective communication, and the overall efficiency of an organization. The right executive assistant can be a valuable asset to any executive or leadership team. But how do you choose the right one? Let’s explore the essential qualities and attributes to look for when searching for and hiring the perfect executive assistant.

Exceptional Organizational Skills

One of the primary responsibilities of an executive assistant is managing the executive’s schedule, appointments, and tasks. A standout executive assistant should possess exceptional organizational skills to coordinate and prioritize various responsibilities efficiently. This includes managing calendars, planning meetings, and handling travel arrangements with meticulous attention to detail.

Effective Communication Abilities

Clear and effective communication is a cornerstone of a successful executive assistant. They should be able to articulate ideas concisely, whether in written or verbal form. A strong executive assistant also excels in listening, understanding the needs of the executive, and effectively communicating those needs to other team members or external contacts.

Proactive and Anticipatory Thinking

The best executive assistants are proactive thinkers who can anticipate the needs of the executive before they arise. They are forward-looking and have the ability to address challenges before they become problems. Proactivity also involves taking initiative and being resourceful, demonstrating a willingness to go above and beyond to ensure the executive’s success.

Discretion and Trustworthiness

Executives often deal with sensitive information and confidential matters. Trust is paramount in the relationship between an executive and their assistant. A reliable executive assistant maintains the highest level of discretion, ensuring that confidential information remains secure and that the executive can trust them implicitly.

Adaptability and Flexibility

Business environments can be dynamic and unpredictable. An effective executive assistant should be adaptable and able to handle change with grace. Whether it’s adjusting schedules, dealing with unexpected challenges, or taking on new tasks, adaptability is a key trait that enables an executive assistant to navigate the ever-evolving landscape of business.

Tech-Savviness

In the digital age, proficiency with technology is a crucial skill for an executive assistant. From managing email correspondence and scheduling software to utilizing project management tools, a tech-savvy assistant enhances efficiency and streamlines communication. Familiarity with relevant software and a willingness to learn new technologies are valuable assets.

Time Management Expertise

Effective time management is a hallmark of an outstanding executive assistant. They should be adept at prioritizing tasks, allocating resources wisely, and ensuring that deadlines are met. The ability to handle multiple responsibilities without compromising quality is a testament to their time management skills.

Positive Attitude and Team Player Mentality

A positive attitude can be infectious and contributes to a healthy work environment. A great executive assistant approaches challenges with a constructive mindset, remains calm under pressure, and fosters a positive atmosphere within the team. Being a team player is also crucial, as an executive assistant often collaborates with various departments and individuals.

Selecting the right executive assistant is a strategic decision that can significantly impact the effectiveness and efficiency of an executive or leadership team. By prioritizing qualities such as organizational skills, effective communication, proactivity, discretion, adaptability, tech-savviness, time management, and a positive attitude, you can ensure that your executive assistant not only meets the demands of the role but also contributes to the overall success of your organization.

And if your organization isn’t quite large enough to justify a full-time executive assistant, Propel can help! Our team of business administration professionals can be your outsourced resource! We handle receptionist and call forwarding duties, can organize and coordinate projects, and can manage your calendar and appointments – all remotely, saving you time and money. From paperwork to grunt work, say hello to your new best (remote) friend.