5 answers
Everardo
Student
Santa Clara, California
3
Questions
Asked
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What does a typical day look like for Administrative Assistants?
I've had high expectations in mind for time management. Extra information is the investigative part of me that is frightened.
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5 answers
Stephanie Short
Regional Operations Manager
3
Answers
Yardley, PA
Updated
Stephanie’s Answer
Hi Everardo,
I have found that in every Administrative Assistant position, it depends on your Boss or Manager's expectations. You are correct on time management, as most task will come with deadlines. I has also found that being organized is key. You will need to find what works best for you. Such as using a planner and writing everything down, having calendar reminders, and being able to plan ahead.
Once you have time to understand the expectations it helps you to become a problem solver and think ahead, so you can limit any unexpected surprises and to always be prepared.
I have found that in every Administrative Assistant position, it depends on your Boss or Manager's expectations. You are correct on time management, as most task will come with deadlines. I has also found that being organized is key. You will need to find what works best for you. Such as using a planner and writing everything down, having calendar reminders, and being able to plan ahead.
Once you have time to understand the expectations it helps you to become a problem solver and think ahead, so you can limit any unexpected surprises and to always be prepared.
Bronwyn Acosta
Executive Assistant
14
Answers
San Francisco, California
Updated
Bronwyn’s Answer
Hi Everardo -
The beauty of a typical day for an AA or EA is that it is never the same since you are working to support humans. Typical activities are scheduling meetings in calendars, managing travel, expense reports, "screening" your boss's email, creating presentations in GSheets or Powerpoint, maintaining lists and information, planning events and attending meetings - basically front-running anything they need and taking care of it to help them succeed. Sometimes it is that small offer ("I know it's been a long day, I am running out to get a coffee, can I bring you one?") that means a lot.
A massive component of the job that affects all the others is calendaring. You also have to know your boss's preferences and priorities so you don't overload them with meetings and activities that are not a high priority. It's also important to anticipate what may be asked of them and find a way to assist or take care of it beforehand.
Your boss also needs to trust you. This means you treat everything you see and hear with complete discretion. Stay away from gossip, and don't create it. If you see or hear something confidential (or even if it seems like it might be), you do not ask or disclose that to anyone. That information may help you with some tasks, but often you need to pretend you do not know things that you do. A good example... if you see that someone has told your boss they are leaving the company, you do not share that with anyone or begin canceling meetings that person is in - until they have officially left or there is an announcement.
You mentioned time management, a very important component of your job as well as your executive's. Maximizing their time is your first priority while doing the same for yourself. One of the features of Google Calendar, for instance, is you can designate color coding to meetings with a description. This can allow your executive to see exactly where and how much of their time is being spent and allow you both to figure out strategies to make that time more efficient. If your boss is the head of Sales, it is probably important that a lot of his/her time is spent on customer-related activities vs internal ones.
You are the face of your boss - since many people communicate with you first, much of what you say, write and do is a reflection of them. So always be professional.
Good Luck - Bron
The beauty of a typical day for an AA or EA is that it is never the same since you are working to support humans. Typical activities are scheduling meetings in calendars, managing travel, expense reports, "screening" your boss's email, creating presentations in GSheets or Powerpoint, maintaining lists and information, planning events and attending meetings - basically front-running anything they need and taking care of it to help them succeed. Sometimes it is that small offer ("I know it's been a long day, I am running out to get a coffee, can I bring you one?") that means a lot.
A massive component of the job that affects all the others is calendaring. You also have to know your boss's preferences and priorities so you don't overload them with meetings and activities that are not a high priority. It's also important to anticipate what may be asked of them and find a way to assist or take care of it beforehand.
Your boss also needs to trust you. This means you treat everything you see and hear with complete discretion. Stay away from gossip, and don't create it. If you see or hear something confidential (or even if it seems like it might be), you do not ask or disclose that to anyone. That information may help you with some tasks, but often you need to pretend you do not know things that you do. A good example... if you see that someone has told your boss they are leaving the company, you do not share that with anyone or begin canceling meetings that person is in - until they have officially left or there is an announcement.
You mentioned time management, a very important component of your job as well as your executive's. Maximizing their time is your first priority while doing the same for yourself. One of the features of Google Calendar, for instance, is you can designate color coding to meetings with a description. This can allow your executive to see exactly where and how much of their time is being spent and allow you both to figure out strategies to make that time more efficient. If your boss is the head of Sales, it is probably important that a lot of his/her time is spent on customer-related activities vs internal ones.
You are the face of your boss - since many people communicate with you first, much of what you say, write and do is a reflection of them. So always be professional.
Good Luck - Bron
Anne Chilton
Executive Assistant
4
Answers
Sydney, New South Wales, Australia
Updated
Anne’s Answer
Just as the previous comment suggests, brace yourself for each day to bring something new. While some tasks remain constant like managing schedules, checking emails, and handling administrative duties, the nature of your work may change based on the business's current needs. You might encounter unexpected tasks, so being adaptable and flexible is a valuable quality to possess.
As an Executive Assistant, Personal Assistant, or Administrative Assistant, you'll need to be versatile. People often assume you have all the answers, and you're typically the first person they contact for anything related to your area of support. While you may not always have the answers, having a reliable network of contacts to guide you is crucial.
The most significant relationship you'll need to establish is with the individuals you support. You'll be working closely with them, so they need to trust you and be confident in your ability to get the job done. You'll likely encounter highly sensitive information, and knowing how to keep this information confidential is vital - think of yourself as a secure vault.
Being an assistant is a rewarding career, and while you may often be the unsung hero who gets things done as needed, the satisfaction you'll derive from your work is immense. Best of luck in your future endeavors.
As an Executive Assistant, Personal Assistant, or Administrative Assistant, you'll need to be versatile. People often assume you have all the answers, and you're typically the first person they contact for anything related to your area of support. While you may not always have the answers, having a reliable network of contacts to guide you is crucial.
The most significant relationship you'll need to establish is with the individuals you support. You'll be working closely with them, so they need to trust you and be confident in your ability to get the job done. You'll likely encounter highly sensitive information, and knowing how to keep this information confidential is vital - think of yourself as a secure vault.
Being an assistant is a rewarding career, and while you may often be the unsung hero who gets things done as needed, the satisfaction you'll derive from your work is immense. Best of luck in your future endeavors.
Peter Russell
Executive Conciege
4
Answers
Tampa, Florida
Updated
Peter’s Answer
The best thing about my admin assistant role is that my days are never quite the same. In my role, I support several partners and managing directors and their support needs are different just about every day. It keeps me on my toes and keeps me engaged! Of course, I have certain routines that help me stay on top of things. First thing, I look at my chat app to see if there are any urgent pings that need attention. Next I fire up my laptop and work through my inbox. I reply to things that have quick resolution, and prioritize the rest, using the "pin" feature on my email tool to keep important pending items on top of my screen. Next, I turn to my calendar, and then to the calendars of the folks I support. I work to resolve schedule conflicts as needed and make myself generally aware of each partner's day. At the end of the day, I go back to the inbox to make sure I've resolved everything that needed immediate action and note anything still pending so I have it in my mind for the next day. I do the same thing with my calendar and partner calendars so I'm sure schedule is clean for the next day. The rest of the day is filled with solving problems and resolving issues. Always something different! It's a great job for people who love getting things done!
Mary Fortunato
Executive Assistant
2
Answers
Washington, Washington
Updated
Mary’s Answer
Greetings!
The beauty of being an Executive Assistant or Administrative Assistant is the versatility it offers. You have the opportunity to explore numerous fields, which keeps the job exciting. Maintaining a positive and efficient working relationship with the people you assist is crucial for success in this role.
Your daily tasks can be diverse, ranging from managing calendars, planning travel itineraries, tracking time and expenses, to conducting research and more. Remember, it's always okay to ask questions to your superiors or colleagues if you're unsure about something.
You should anticipate last-minute requests, which will require you to be adaptable and flexible. This is all part of the dynamic nature of the role, ensuring there's never a dull moment.
The beauty of being an Executive Assistant or Administrative Assistant is the versatility it offers. You have the opportunity to explore numerous fields, which keeps the job exciting. Maintaining a positive and efficient working relationship with the people you assist is crucial for success in this role.
Your daily tasks can be diverse, ranging from managing calendars, planning travel itineraries, tracking time and expenses, to conducting research and more. Remember, it's always okay to ask questions to your superiors or colleagues if you're unsure about something.
You should anticipate last-minute requests, which will require you to be adaptable and flexible. This is all part of the dynamic nature of the role, ensuring there's never a dull moment.