Whether you have just found your executive assistant (EA) or are looking for one, onboarding is an essential step in the post-hiring process. Preparation will ensure the process goes smoothly, not just for your EA but also for you.
Being a CEO, your executive assistant will be tasked to take care of all the administrative and executive tasks, such as scheduling calendar meetings, responding to emails, collaborating with different teams, booking flights, and more. Before onboarding, it is vital to equip them with all the tools necessary to carry out their job efficiently.
We have created this guide to help you, a CEO or a leader, successfully onboard your executive assistant. Let’s get started!
Prepare the Paperwork
Before the onboarding begins, you want to make sure all relevant paperwork is complete. Make sure HR has all the required forms. Touch base with HR to ensure the employee is ready to be onboarded. Some example documents include:
- Offer letter
- Job title and description
- Hiring forms (e.g. W2, I-9, etc.)
- Tax form
- Direct deposit details
Contact the IT department
Get in touch with IT to ensure the employee’s badge is ready and has access to the building and required rooms. Also, check if their email address is set up and have access to all the essential folders/files. IT should also set up their workstation with the necessary equipment.
Executive assistants typically use software and applications like Microsoft Office, Google Workspace, Google Meet, TravelPerk, Slack, Smart Receipts, Asana, SnagIt, and more. IT should provide them access to the tools and resources needed to get the job done efficiently.
Prepare the Workstation (If on-site)
If your executive assistant is hired for an on-site role, their workstation should include everything they will need to operate. Some of the essentials include:
- A desk, chair, lamp
- Monitor, keyboard, mouse
- Stationery items (sticky notes, notepad, stapler, pins)
- Company merchandise (e.g. mug, glass, T-shirt)
Provide Access to Required Files and Folders
As the CEO or the leader, there are files and folders that only you have access to now. However, your executive assistant will need to use some of these files for their day-to-day tasks. When providing them access, remember to discuss confidentiality.
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