Table of Contents:
1. Introduction
2. First 30 Days: Getting to Know Your Executive
3. Morning or Afternoon Person: Understanding Your Executive's Preferences
4. Reviewing Handover Notes and Onboarding Training
5. Attending Meetings: Internal and External
6. Learning from Other Executive Assistants
7. Understanding the Organizational Chart
8. Building Relationships with Direct Reports
9. Networking with Other Executive Assistants
10. Gaining Insight about the Company and Your Boss
11. Managing Your Executive's Mailbox
12. 60 Days In: Tracking Progress and Learning More
13. Understanding the Company's Competitors and Strategic Partners
14. Collaborating with Other Executive Assistants
15. Reviewing and Updating Notes
16. 90 Days In: Reflecting on Achievements and Feedback
**Getting Started as an Executive Assistant: Your First 90 Days**
Congratulations on your new role as an executive assistant! In this article, we will guide you through the first 90 days of your journey, providing you with valuable insights and tips to make a successful start. Whether you are new to the field or transitioning to a new company, these steps will help you navigate the initial period with confidence and efficiency.
Introduction
Starting a new role as an executive assistant can be both exciting and challenging. It's crucial to establish a strong foundation during the first 90 days to ensure a smooth transition and set yourself up for long-term success. In this article, we will break down the key tasks and milestones you should focus on within the first 30, 60, and 90 days. Let's dive in!
First 30 Days: Getting to Know Your Executive
**🔍 Understanding Your Executive's Schedule and Priorities**
One of the first steps in your journey as an executive assistant is to sit down with your executive and have a comprehensive discussion about their schedule. Gain insights into their average day, their biggest priorities, and the objectives they expect you to achieve in the first 90 days. This initial conversation will lay the groundwork for effective collaboration and ensure you align your efforts with their goals.
**🌞 Morning or Afternoon Person: Tailoring Your Support**
Every executive has their own preferences when it comes to productivity. Find out if your executive is a morning or afternoon person, as this will help you optimize your support. If they are more productive in the morning, prioritize tasks and projects during that time. Similarly, if they prefer handling emails or attending meetings at specific times, adapt your schedule accordingly to provide seamless assistance.
**📚 Reviewing Handover Notes and Onboarding Training**
To familiarize yourself with your new role and responsibilities, review any handover notes provided to you. These notes will give you valuable insights into the previous executive assistant's work and ongoing projects. Additionally, complete any required onboarding training and familiarize yourself with the company's policies and procedures that may impact your role. This knowledge will empower you to navigate your tasks effectively.
**📅 Attending Meetings: Internal and External**
Identify the meetings you need to attend, both internally and externally. Internal meetings will help you understand the dynamics of the organization and build relationships with key stakeholders. External meetings provide opportunities to represent your executive and gain exposure to external partners. Actively participate, take notes, and contribute your insights to make a positive impact.
**💡 Learning from Other Executive Assistants**
Take the time to connect with other executive assistants within the company. Set up meetings to get to know them, exchange experiences, and learn from their insights. They can provide valuable tips and tricks specific to your organization, helping you navigate challenges and make the most of your role. Building a network of supportive peers will contribute to your professional growth.
**📊 Understanding the Organizational Chart**
Familiarize yourself with the organizational chart to understand the reporting structure and key departments within the company. Identify the individuals you will frequently interact with and learn about their roles and responsibilities. This knowledge will enable you to navigate the organization more effectively and collaborate with the right people when needed.
**🤝 Building Relationships with Direct Reports**
As an executive assistant, you will often work closely with your boss's direct reports. Set up meetings with them to introduce yourself, understand their roles, and learn about their experiences working with your boss. Building strong relationships with direct reports will facilitate effective communication and collaboration, ensuring a smooth workflow within the team.
**🌐 Networking with Other Executive Assistants**
In addition to connecting with executive assistants within your company, reach out to executive assistants in other departments or branches. This broader network will provide you with diverse perspectives and insights into different aspects of the company. Share best practices, exchange ideas, and gain a deeper understanding of how the company operates as a whole.
**🔍 Gaining Insight about the Company and Your Boss**
Take the opportunity to gather more information about your boss and the company. Learn about your boss's working style, preferences, and expectations. This knowledge will help you tailor your support and anticipate their needs. Additionally, seek out helpful tips and insights from colleagues or resources within the company to enhance your understanding of the organization's culture and values.
**📬 Managing Your Executive's Mailbox**
If you have access to your executive's mailbox, make it a habit to read all incoming and outgoing emails. This will provide you with valuable insights into ongoing projects, important contacts, and the overall communication flow. By staying informed, you can proactively support your executive and gain a wealth of knowledge about the company's operations.
60 Days In: Tracking Progress and Learning More
**📈 Tracking Progress and Seeking Feedback**
After 60 days in your new role, it's essential to check in with your boss to evaluate your progress. Discuss how you are tracking from their point of view and address any areas that need improvement. Actively seek feedback and suggestions to enhance your performance. By continuously refining your approach, you can ensure a positive impact on your executive's productivity and overall success.
**🏢 Understanding the Company's Competitors and Strategic Partners**
Expand your knowledge about the company's competitive landscape and strategic partners. Research and familiarize yourself with the key competitors in the industry and understand the company's position in the market. Additionally, identify strategic partners and learn about the nature of their collaborations. This information will provide you with a broader perspective on the company's goals and strategies.
**🤝 Collaborating with Other Executive Assistants**
Reconnect with other executive assistants and address any questions or concerns you may have encountered during your first 60 days. Share your experiences, seek advice, and ensure you are not breaching any confidentiality agreements. Collaborating with your peers will help you navigate challenges and find effective solutions while maintaining professionalism and discretion.
**📝 Reviewing and Updating Notes**
Review the notes you made during the first 30 days and update them as necessary. As you gain more experience and insights, certain details may require revision or clarification. Keeping your notes up to date will ensure you have accurate information readily available, enabling you to provide efficient support to your executive and the team.
90 Days In: Reflecting on Achievements and Feedback
**📚 Reviewing and Collating Handover Notes**
As you approach the 90-day mark, take the time to review and collate all the handover notes and personal notes you have accumulated. This comprehensive collection of information will serve as a valuable resource for future reference. Identify recurring patterns or tasks that happen monthly and use this knowledge to create a process and procedures manual. This manual will evolve alongside your role, providing a structured approach to your responsibilities.
**🔄 Reflecting on Achievements and Feedback**
Sit down with your boss to discuss the objectives set at the beginning of your journey and evaluate your achievements. Share your feedback about the past 90 days, highlighting your successes and areas for improvement. Actively listen to your boss's feedback and suggestions, as this will contribute to your growth and development as an executive assistant. Embrace this opportunity for open communication and continuous improvement.
Congratulations on completing your first 90 days as an executive assistant! By following these steps and continuously adapting to the needs of your executive and the company, you have laid a solid foundation for a successful career in this role. Remember to keep learning, building relationships, and refining your skills to excel in your position.
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**Highlights:**
- Establishing a strong foundation in the first 90 days as an executive assistant is crucial for long-term success.
- Understanding your executive's schedule, preferences, and objectives is essential for effective collaboration.
- Reviewing handover notes, attending meetings, and building relationships with colleagues are key steps in the initial period.
- Tracking progress, learning about the company's competitors and partners, and collaborating with other executive assistants are important in the first 60 days.
- Reflecting on achievements, updating notes, and seeking feedback contribute to growth and improvement within 90 days.
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**FAQ:**
Q: How can I effectively manage my executive's mailbox?
A: To manage your executive's mailbox efficiently, read all incoming and outgoing emails, prioritize important messages, and proactively support your executive based on the information you gather.
Q: How can I build strong relationships with my boss's direct reports?
A: Set up meetings with your boss's direct reports, introduce yourself, and learn about their roles and experiences. Actively listen and engage in conversations to foster strong relationships and facilitate effective collaboration.
Q: What should I do if I breach confidentiality as an executive assistant?
A: If you accidentally breach confidentiality, address the situation promptly and professionally. Apologize to the relevant parties involved, learn from the experience, and take steps to prevent similar incidents in the future.
Q: How can I create a process and procedures manual?
A: Use the information gathered from handover notes and personal notes to create a comprehensive process and procedures manual. Continuously update and refine the manual as you gain more experience and insights within the company.
Q: How can I reflect on my achievements and seek feedback after 90 days?
A: Schedule a meeting with your boss to discuss the objectives set at the beginning of your role. Share your achievements, ask for feedback, and actively listen to suggestions for improvement. This open communication will contribute to your growth as an executive assistant.
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Resources:
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