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Dec 29

Executive Assistants Are Vital for Growing Start-Ups

By Angelica Rains Executive Assistant

Entrepreneurs growing a start-up find that one critical staff position is crucial to early success: the executive assistant.

Some CEOs balk at the idea of hiring an assistant right out of the gate. They want to avoid appearing too pampered, too self-centered, too corporate. Start-ups, after all, are supposed to be independent, aggressive, and robust. Why would the CEO want to delegate any responsibility to an executive assistant?

The real question is, why wouldn’t the CEO delegate to an executive assistant?

Every CEO Must Have an Executive Assistant

The most important reason to hire an executive assistant for your start-up is to give you the time to focus on the business matters that only you can handle. Your start-up is your vision, and you already devote most of your waking hours to its success.

The executive assistant is your chief of staff, the person who will take care of all the tasks you don’t have time for. If you have the financial capacity to bring one employee onboard, hire the staff position that will grow with your company and help develop your vision.

The Many Chiefs of Staff Duties

An executive assistant (EA) is invaluable to your success because of three critical skills:

Prioritization: An EA will prioritize workload, meetings, and who will be allowed to interrupt your work. Probably no one, including your mother-in-law, will get past your EA gatekeeper.
Organization: Count on your EA to know where to find everything, from your accounting documents to local zucchini lasagna that melts in your mouth. Your EA can even tell you where the latest version of your pitch deck is filed.
Communication: Well-known for their communication skills, EAs will initiate conversations via email, phone, and virtual meeting software. They’ll also make sure you have the words you need for expressing ideas. The EA hires copywriters and speechmakers.

You’ll find that your EA can meet demanding deadlines, handle impossible tasks with grace, and apply emotional intelligence in situations that would unnerve 5-star generals.

Eventually, your executive assistant will become your chief of staff, overseeing other assistants’ work in the workspace you created.

Hiring the Executive Assistant for Your C-Suite

Once you hire your c-suite, the executive assistant becomes your center of operations, often handling multiple roles simultaneously.

Everyone has the same 24 hours in a day, including start-up entrepreneurs. How you use these hours is up to you.

Hiring an executive assistant can give you the additional hours you need. With an EA onboard, you can build your business, practice work-life balance, or even catch on your sleep at night.

To make even better use of your time, turn to an executive assistant recruiter who can help you find the right person to make that happen.

Dec 22

Support Staff that CEOs Need to Succeed

By Angelica Rains Leadership

Hiring support staff is a critical investment that new CEOs can and must make quickly at the corporate helm in their first few weeks. Anyone taking the reins of a billion-dollar company recognizes that they cannot do everything or be everywhere themselves. Instead, they must have a support staff that is strategic, tactical, and can influence others.

Many first-time CEOs focus on implementing new initiatives that will meet the goals set by the board. Corporate leaders want to hit the ground running, likely deferring the hiring of their staff until much later.

They continue to work with the staffing system already in place. Maybe the current organizational system is working. More than likely, however, it can’t adapt to and keep up with the changes the new CEO wants to make.

Therefore, the CEO must hire support staff to succeed.

The Right Support Staff for Every CEO

CEO support falls into three strategic areas: communication, information control, and traffic flow. Patrick Aylward (Horizon Blue Cross Blue Shield of New Jersey identifies the roles and duties this way:

Air traffic controller – Handlings systems and logistics for the senior leadership team and the CEO.
Integrator – Coordinating systems and information between departments and divisions so that no one works in isolation.
Communicator – Managing public, media relations, and corporate philosophy between company leaders and other employees.
Honest broker and truth-teller – Identifying challenges and opportunities without bias
Confidant – Listening without advocating for a personal or political agenda.

Hiring multiple team members devoted to these five areas enhances the CEO’s ability to make rapid changes. In many cases, that’s what CEOs establish. They hire a Chief of Staff and several Executive Assistants.

Support Staff Characteristics

The difference between good support staff and great support staff lies in their skills and their attitudes about the role they play.

The most outstanding support staff:

Understands the corporate culture
Wants to see the company succeed
Collaborates with stakeholders at all levels
Demonstrates exceptional executive functioning skills
Initiates tasks independently
Works with little supervision
Communicates well verbally and in writing
Uses software management products with proficiency
Maintains high levels of confidentiality

It seems like the CEO’s support staff must have the strategic acumen of Sun Tzu, the confidence of Joan of Arc, the wisdom of King David, and the compassion of Mary Poppins.

In reality, however, finding the right CEO support staff is a task made simple. It merely takes working with recruiters who know what successful corporate leaders need and where to find the talent to support them.

Dec 15

Why You Need a Chief of Staff

By Angelica Rains Leadership

Corporate and non-profit CEOs share one common element: they need a Chief of Staff. The chief of staff in any organization is the CEO’s right hand, managing a plethora of activities, information, and staff.

The chief of staff, often along with multiple Executive Assistants, creates the synergy necessary for the organization to operate effectively. No other person can communicate across various levels and throughout various departments as effectively as the chief of staff.

The person holding this position promotes the corporate culture, shares the company philosophy, and manages executive functions.

The Chief of Staff Coordinates C-Suite Functions

While your chief of staff will work directly with you, they also have other responsibilities since this role is responsible for seamless c-suite workflow.

Your chief of staff will:

Prep materials for meetings and schedule their date, time and location.
Develop and distribute internal and external communication, including emails, newsletters, presentations, speeches, reports, white papers, and more.
Organize special corporate events
Take on project management responsibilities for annual strategic planning
Monitor and update KPIs
Supervise the work of those who support the CEO and c-suite management

When you’re not available, your chief of staff will be. That can keep your leadership team functioning all the time, not just when you’re in the office.

Scale-up your Business Wisely

Sometimes businesses decide that scaling up means adding more. That means more initiatives, bigger goals, and an expanded staff of C-Suite leaders, like a COO.

That kind of thinking can jeopardize your corporate success and damage your career. Hiring a leader like a COO is a costly strategy that your company might not yet be ready for, especially in the early stages of corporate growth.

How do CEOs scale when adding expensive positions isn’t an option?

Savvy CEOs hire a chief of staff, and here’s why:

Time is everything, but there’s not enough of it in the day. The chief of staff does the things you don’t have time for
No one knows your business better. This person serves in the role of confidant, allowing you to pitch an idea or muse about possibilities effectively.
Streamlined services save money. No one recognizes cost-saving initiatives like your chief of staff, who will likely have sound recommendations for implementing ways to save money.
You gain another channel for communication. Keeping teams informed and up to date can be difficult. A competent chief of staff and a team of executive assistants can get the word out so you can get on with business.

Corporate and non-profit CEOs can’t afford to lose out on the one staffing position most likely to help them succeed and advance the company goals.

The time is now. We can help you find the chief of staff best suited for your needs.

Dec 08

Executive Assistant Salaries Have Skyrocketed Since Pandemic

By Angelica Rains Executive Assistant

Executive Assistant salaries are often money well spent in any company. This position supports the role of the executive, serving as the company’s senior management liaison for communication and planning.

Since COVID-19 erupted worldwide, executives have become even more reliant on the one hero or heroine that holds it all together during global panic: their executive assistant.

As a result, EA salaries have been on the increase.

Skills for the job

EAs are experts with technology, whether they coordinate electronic meetings and calendars or keep up with messages in software apps like One Note and Telegram.

Other duties include:

Initiating and responding to communication
Taking notes
Conducting research
Planning events
Preparing reports, data, and meeting materials
Coordinating travel on the ground, in the air, and by sea
Training assistants and support staff
Maintaining office supply inventories

Since the pandemic, many EAs have redefined their roles by spearheading new initiatives. For example, executive assistant Ratna Sreerangam asked his travel industry CEO for permission to assist customers needing airline refunds. With no other travel permitted during the pandemic, a strategy like this can keep a business afloat until flying is once again permitted.

Executive assistant preparation and training

Most training takes place on the job, but an EA will have to meet foundational requirements, such as having a high-school diploma. In some fields, having a bachelor’s degree might complement the executive office needs. A law office might require that a senior EA have a law degree. Similarly, a construction firm might favor EA candidates with a degree in construction sciences.

The EA might also earn software proficiencies and have certificates verifying their competency. They may also take advantage of other professional development opportunities that will help them excel in their jobs.

Executive Assistant salaries

With excellent job and communication skills, a versatile EA can earn a good salary.

Industry and location can play a significant role in salary. For example, the average annual EA salary is $53,199. At Walmart, EAs average $75,865, but the same job pays $101,073 at Paramount Pictures.

You may have heard that, despite the salary increases, there are fewer EA positions available. Positions are down by 4% and are expected to decrease more. Still, top-notch EAs are more in demand than ever because many senior executives share executive assistants – especially those who take the initiative and redefine their roles.

Now is the time to reach out to hire the executive assistant that will help you be more successful.

Dec 01

Executive Assistant Questions That You Must Ask

By Angelica Rains Executive Assistant

Preparing for the executive assistant interview means developing a set of key questions that will give you enough insight to make a hiring decision. These questions will allow you to assess the candidate’s fit for the job.

Before you meet with the interviewee, take these two critical steps for a successful interview.

Preparing for the executive assistant interview

First, when developing an interview question, avoid any query that can be answered with a simple “yes”or “no”. Instead, ask open-ended questions that will require explanation. You’ll be able to see the candidate’s thought process, and you’ll have a better understanding of how your future assistant will handle challenges.

Next, section your interview questions according to the skills for which you are looking. These can be categorized in three groups: the job itself, behavior, and communication.

Job skills

Providing support for an executive requires diverse skills.

Ask:

How do you prioritize your day?
What computer experience do you have?
Which software programs do you use most?
If the executive for whom you work has simultaneous engagements, how would you handle the conflict?
Explain how you would make travel arrangements for an executive who needed to fly to a speaking engagement.
How do you handle confidential information?
If you had to set up a half-day meeting for executives, how would you plan it and be sure that everything would be ready?
What’s your most significant professional accomplishment?

Behavioral skills

The person you hire for this role should have the necessary skills and characteristics to get tasks done completely and confidently.

Ask:

How would you handle an emergency if you are already busy working on a project with a deadline?
What are your thoughts about occasionally working from home evenings, weekends and holidays?
Explain how you maintain flexibility in your daily schedule.
How do you keep your work-life balance amidst hectic schedules?
What do you do when things don’t go the way you planned?
Who has been the most challenging person to work with – and how did you handle the difficulty?

Communication skills

Also known as soft skills, these characteristics will establish a candidate’s ability to communicate with others.

Ask:

How do you prioritize your day?
Tell about a time you had to deal with a demanding visitor or caller, in person or on the phone.
Describe your process for writing an email for the executive to send.
What three words describe the perfect executive assistant?
Tell about a time you had to think on your feet. What was the outcome?
How do you handle constructive feedback?

Finally, ask the candidate you interview what questions they may have for you. Both of you should walk out of the interview knowing clearly whether the job is the right fit.

If you have other questions, don’t hesitate to contact a recruiter who knows the industry.