Early on in my career, I learned the important roles that executive assistants play. For those seeking access, they are the gatekeepers. For those they support, they are the information keepers, the observers, the landmine cartographers, and the conductors who orchestrate the smooth operation of executive offices. Throughout my career, I have been fortunate to have had mostly exceptional assistants. My first assistant grew with me as I ascended the career ladder. Another came already highly skilled, and we simply needed to adapt to one another. I have had assistants with different superpowers and each supported the institution and me to the best of their abilities.
Exceptional executive assistants ensure more than the smooth functioning of the office of the executives they oversee. They have great discernment. They anticipate problems and solutions and get ahead of things. They oversee or manage calendars consistent with the executive priorities. They know the constituents that come first. In academia, they know students are always the priority. They listen well and are observant. They know the weight that their words carry. Much like the executive, the assistant knows that, for some constituents, even a small off-the-cuff remark can have dire unintended consequences. A small suggestion or outloud thought can trigger an outsized reaction. A great executive assistant helps shape and adapts to the rhythm of the executive. They also stay abreast of the functionings of other offices.
I cannot overemphasize to new executives how critical it is to have an assistant they can trust, one who learns quickly, is perceptive, can keep confidences, exercises great judgment, can multi-task, has thick skin, and knows when there is a fire brewing that they won’t be able to handle.
Executives must also care for their assistants. It is not a one-way street. The relationship with one’s executive assistant is a special bond. No matter how busy I get, I am always curious about how things are going outside the office and my assistant’s life. Great executive assistants can give the façade that all is great even while managing stressful home situations. Checking in on our assistants is crucial and small gestures of appreciation go a long way.
It’s also important for executives to remember that while folks may be great at managing our professional lives, they may have aspirations and skills to excel beyond that role. Staying curious about their professional ambitions and helping them see the potential that they may not even see in themselves is important for great executives. There are rockstars and superstars. Great executives help the superstars fly out of their roles.
I have been lucky to have assistants who have reminded me that I have not eaten all day, picked up my office as I tend to have papers strewn everywhere, and asked whether I knew who was picking up my child. They push me out of the office on late nights and cancel meetings when I am too sick, yet I still want to push through.
Behind every high-performing executive is an assistant who makes them look flawless and helps orchestrate consistently stunning performances.
