What skills does an Executive Assistant need to become not only a competent Executive Assistant but a great Executive Assistant?
Executive Assistants are the linchpins that keep the wheels of an organization turning smoothly, and to be an effective assistant you need to ensure your skills remain polished and up to date.
In this guide, we’ll explore the vital skills every Executive Assistant needs to excel in their career.
Exceptional Communication Skills
At the heart of an Executive Assistant’s role lies the need for exceptional communication skills.
Executive Assistants serve as the primary point of contact between executives, teams, clients, and stakeholders.
They must convey messages clearly, concisely, and professionally, whether through written correspondence, phone calls, or face-to-face meetings.
Active listening is equally crucial.
Executive Assistants must understand instructions and feedback accurately, ensuring they can execute tasks with precision. Effective communication fosters collaboration, minimizes misunderstandings, and enhances the overall efficiency of the workplace.
A study published by Betterup.com revealed 8 main reasons why it is important to work on your communication skills:
- Better engagement
- Increased morale
- Improved productivity
- Reduced churn
- Greater loyalty
- Better collaboration
- Fewer workplace conflicts
- Greater motivation
We’d also add to this list the non-corporate benefits of effective communications, such as a better connection with your colleagues in social settings during lunches and after-work events.
If you’re interested in learning more about communication skills as an executive assistant in particular, then you’ll find our content on this topic in Unit 2 of our Executive Assistant Certification courses.
Superior Organizational Abilities
Exceptional organizational skills are the cornerstone of an Executive Assistant’s success.
From managing complex schedules to coordinating meetings and events, Executive Assistants must navigate a sea of details with finesse.
They need to prioritize tasks effectively, ensuring that deadlines are met, and nothing falls through the cracks.
To stay ahead of the game, Executive Assistants often rely on tools like calendar software, task management apps, and project planning platforms.
Here at the Executive Assistant Institute, we recommend a mix of tools such as Google Calendar, and Trello.com for your to-do list. We also like to use Slack, but you’ll often have to use the software the company is already using when you join. Slack is more popular smaller organisations are start-ups.
Meticulous organization not only keeps executives on track but also allows Executive Assistants to handle multiple responsibilities seamlessly.
Expert Time Management
Time is the most precious resource in the business world, and Executive Assistants must be its guardians.
Effective time management means being able to allocate hours wisely, juggling competing priorities, and ensuring that each day is as productive as possible.
Executive Assistants often deal with tight schedules, constant interruptions, and shifting priorities.
They must master the art of setting priorities, delegating when necessary, and maintaining focus in a fast-paced environment.
Exceptional time management ensures that executives make the most of their valuable minutes.
Tech-Savvy Proficiency
In today’s digital age, Executive Assistants need to be tech-savvy.
Proficiency in a range of software applications is vital. Executive Assistants frequently work with spreadsheets, presentations, and email correspondence.
Our recommendation is to have a mid-level understanding of the following tools:
- Google Workspace (Drive, Docs, Sheets, and Slides)
- Microsoft Office (Word, Excel, and Powerpoint)
- Email tools (Outlook, or Gmail)
- Industry-specific software tools
Furthermore, staying up-to-date with technology trends is crucial. How can AI and ChatGPT help automate tasks as an Executive Assistant and make you more productive?
Executive Assistants should be open to adopting new software and tools that can enhance productivity and streamline tasks.
Being tech-savvy ensures that Executive Assistants can leverage technology to their advantage in the ever-evolving workplace.
Financial Acumen and Data Analysis
An often-overlooked aspect of an Executive Assistant’s role is their involvement in financial tasks. EAs may handle budgets, process expenses, and generate financial reports. This requires a level of financial acumen to understand financial statements and manage budgets effectively.
In addition to financial skills, data analysis is becoming increasingly important. EAs may need to analyze data and generate meaningful insights from reports. Proficiency in tools like Microsoft Excel, Tableau, or Google Analytics can be a valuable asset in making data-driven decisions.
Multilingual Proficiency
In our interconnected world, multilingual proficiency is a valuable skill for Executive Assistants.
However, we do understand that learning another language is a HUGE task to ask of anyone, so if you don’t have the interest or time to learn another language, it isn’t essential. It is definitely a ‘nice to have’.
In saying that, in many organizations being able to communicate in multiple languages can be a significant advantage. You’ll be able to judge if this is important in the industry you are striving to enter.
If you want to work for business based in the United States, that operates with local suppliers and customers, then learning another language isn’t a priority,
In other industries, such as import/export or tourism, this can be a valuable skill for any employee, including Executive Assistants.
Multilingual Executive Assistants can assist in translating documents, interpreting during international meetings, and bridging language gaps during negotiations.
Their ability to navigate different cultures and languages adds a layer of versatility to their role, making them valuable assets in diverse and multicultural workplaces.
Executive Support magazine has written a great article on Dealing with Language Barriers that we recommend reading if this topic is of interest to you.
Problem-Solving and Adaptability
Executive Assistants often encounter unexpected challenges and must find creative solutions.
Problem-solving skills are essential for addressing issues as they arise, whether it’s a scheduling conflict, a technical glitch, or a last-minute change in plans.
Problem-solving is a valuable skill for any employee, so taking a course on this specific topic will never be a waste of time or money.
We recommend both the online problem-solving course and books found at Bulletproof Problem Solving. The authors, Rob McLean and Charles Coon have an impressive amount of experience on this topic and are worth listening to.
Next Steps
Whether you are just starting your Executive Assistant career and preparing your CV, or you are an experienced Executive Assistant looking to take your next steps, learning and mastering the skills mentioned above is worth your time.
Take a look at our Executive Assistant certification courses to upskill in skills that are essential to all Executive Assistants, such as communication, time management, organizational skills, interpersonal skills, calendars and schedule management, and delegation. We teach all this, plus a lot more in both our Professional and Advanced Courses.
For more specific courses consider the providers below:
- Excel – https://trumpexcel.com
- Google Sheets – https://www.miss-excel.com
- Time Management – Linkedin Learning
- Communication Skills – Stanford Online
Whatever course you choose to fine-tune your skills ensure you can learn online at your own pace, and that the course is affordable. There are many courses on these topics for under $500 available online, and our own online Exectutive Assistant courses begin from just $247.
All the best with your learning!
