As a high-end executive, there’s a good chance you find yourself juggling multiple tasks and responsibilities on a daily basis. While you may be able to handle these tasks on your own, there may come a time when you need to hire an executive assistant to help you manage your workload and improve your work-life balance. Your time is valuable, and an executive assistant can help not only to take to-do’s off your plate, but to help you more efficiently manage your workload in general. What are some signs that you need to hire an executive assistant?
1. You’re spending too much time on administrative tasks.
If you find yourself spending a significant amount of time on administrative tasks such as scheduling meetings, managing emails, and organizing files, it’s time to hire an executive assistant. Delegating administrative tasks means more time and bandwidth for you to focus on more important matters. An executive assistant can take care of these tasks for you, freeing up your time to focus on more important tasks. With menial tasks out of the way, you’ll have more bandwidth to think creatively, problem-solve, and make big moves in your industry.
2. You’re missing deadlines or forgetting important tasks.
As a top executive, you’re familiar with the feeling that there’s just not enough time in the day. But beyond that overwhelm comes missing deadlines and forgetting important tasks. If you find yourself struggling to keep up, it’s time to hire an executive assistant. An executive assistant can help you stay organized and on top of your tasks, ensuring that nothing falls through the cracks.
3. You’re feeling overwhelmed or stressed.
Maybe you’re managing to keep up with your workload, but at the cost of your own peace of mind. If you’re feeling overwhelmed and stressed by your workload, it’s time to hire an executive assistant. An executive assistant can help you manage your workload and reduce your stress levels, allowing you to focus on your work and improve your overall well-being. You don’t need to run yourself ragged in order to keep up with your workload – you deserve more time and headspace to focus on what’s important, including your own self-care.
4. You’re missing out on opportunities.
If you’re missing out on opportunities such as networking events or business meetings because you don’t have the time to attend them, it’s a sign that you would benefit from hiring an executive assistant. You shouldn’t need to turn down growth opportunities in order to keep up with administrative tasks. An executive assistant can help you manage your schedule and ensure that you don’t miss out on important events and opportunities.
5. You’re struggling to balance work and personal life.
If you’re finding it difficult to balance your work and personal life, hiring an executive assistant will help. Your work is a top priority for you, but it shouldn’t have to be your only priority. An executive assistant can help you manage your workload and free up your time, allowing you to spend more time with your family and friends. Think of all the time you spend answering emails, managing your schedule, or organizing your virtual workspaces – with these time intensive tasks off your plate, you can trade in some much-deserved time off from work.
– What your current workload entails, and what your focus needs to be
– Which tasks take up the most of your time and energy
– Which tasks are possible for you to delegate
– Which tasks you’re just not getting to now because you don’t have the time
– Whether you work together with your executive assistant in person or virtually
It may be an adjustment for you to delegate certain (or any!) tasks, and it’s normal that it may feel impossible at first. A high end executive assistant can help you determine which tasks to start with and make a plan for how to take more off your plate as you continue to work together.
Executive assistants are responsible for a wide range of tasks. Their work is tailored to your needs, ensuring that you can be your most efficient, effective self.
Some examples of executive assistant duties are:
- Complex scheduling: both work-related and personal scheduling needs
- Project management: helping you break big projects down into stages for maximum efficiency
- Email management: managing your email inbox, responding to correspondence
- Phone communication: screening your calls and/or texts, taking messages and making calls for you when applicable
- Travel planning: booking flights, limos, hotels, and ensuring your administrative needs are met while traveling (your executive assistant can be available to travel with you if desired)
- Research: researching industry happenings, potential projects, competitors, and more so you can focus on the big picture
- Event planning: coordinating events, booking venues and event staff, sending invites, and more
- Budgeting: keeping your work and personal finances on track so you can best meet your financial goals
Remember, your executive assistant’s role is to make your workload more manageable. This can be through directly taking over tasks for you, or helping you to more efficiently tackle tasks that you want to get done yourself.
When hiring an executive assistant, you have the option of hiring a virtual or in-person assistant. Which option is better: an in-person or virtual executive assistant? The answer depends on your needs, goals, and budget.
Here are some key differences to consider when choosing between an in-person or virtual executive assistant:
Virtual Executive Assistant
- Provides low-cost solutions to simple tasks
- Can work from anywhere in the world, widening the pool of candidates who are right for you
- May have a different availability than your typical business hours
- May not have the same level of experience as an in-person executive assistant
- May not be able to perform the amount of tasks as an in-person executive assistant
In-Person Executive Assistant
- Proactively looks for ways to enhance your efficiency and add value
- Can work 100% on-site or partly remote
- Is available during your business hours
- May require a higher pay rate than a virtual executive assistant
- May be able to perform a wider range of tasks than a virtual executive assistant
- May have a higher level of experience and expertise than a virtual executive assistant
Not everyone is cut out to be a high end executive assistant. Candidates must possess exemplary time management and communication skills, as well as the utmost level of professionalism and discretion.
When hiring an executive assistant, look for candidates who possess the following qualities:
- Timeliness and reliability
- Expert organizational and executive functioning skills
- Verbal and written communication skills
- Discretion and discernment skills
- Creative and practical problem-solving skills
- Time management skills
- Project management skills
- Analytical thinking skills
- Fine attention to detail
- Flexibility and ability to adapt or pivot with agility
- Positive attitude and growth mindset
- Ability to work under pressure
- Ability to anticipate needs and opportunities for growth
- Ability to work independently and take initiative
Additional qualities for executive assistants may be tailored to your unique needs. For instance, is your ideal candidate serious and focused, or would an executive assistant who can get things done with a sense of lightness and humor work best for you? Do you need an executive assistant who leans toward taking initiative, or one who takes a more passive role to receive your directions?
Life as a high end executive is fast paced and demanding. Are you feeling the pressure and overwhelm? Your workload doesn’t have to feel heavy and always behind schedule. Contact us to start to learn more about our placement process and how we can help you find the perfect executive assistant for your needs.