Blog Standard - Groupe Insearch

Jan 20

How Administrative Professionals Effectively Work from Home

By Groupe Insearch Industry Trends No Comments

As the world moves toward remote work being normal, the demand for Administrative and Executive Assistants has skyrocketed. Administrative and Executive Assistants serve high-level officials (C-suite) such as a company’s CEO. They maintain project schedules, work in alignment with the company’s goals, and provide daily developments and frequent updates to the higher-ups.

Due to a shift towards remote assistance, administrative professionals can no longer sit outside the CEOs’ office or quickly step in for an update. The dynamics have changed quite drastically.

While working remotely can be challenging at times, here are some ways administrative professionals manage to work from home effectively.

Define Work-From-Home Hours

It’s easy for remote employees to lose track of time when working from the comfort of their homes. This is especially applicable to Executive Assistants working with busy CEOs who often work beyond office hours.

However, a professional work commitment demands prior settlement of working hours. That is why Executive Assistants define working hours and set availability and response times in advance.

Set-Up Regular One-on-Ones

CEOs usually don’t have time for daily one-on-ones. However, effective Administrative Assistants still set up quick daily huddles every morning to go over the day’s calendar and ask any questions they have. They may also schedule bi-weekly video calls to discuss the overall progress and updates.

Decide Communication Modes

Although email and messaging apps such as Slack and Zoom can fulfill basic communication needs, they may not always be effective in every scenario. For urgent needs, Administrative or Executive assistants set predefined modes of communication in order of priority and stick to them.

Computer-Savvy and Using the Right Tools

An ideal Administrative Assistant has a Bachelor’s degree and is well-versed in Microsoft Office, Google Suite, and calendar management. They may also use Trello, Basecamp, and Asana to organize, designate, and monitor tasks.

Executive Assistants deal with people who are constantly working on various projects daily. Therefore it’s also essential for an Administrative or an Executive Assistant to have project management skills to excel in their fields.

Dedicated Workspace

Working from home may provide flexibility, but it can compromise your focus and productivity. A vast majority of remote assistants have designated workspaces at home, allowing them to give undivided attention to work and focus on the tasks at hand without interruptions.

A successful career as a remote Administrative Assistant starts with finding the right recruiting agency. A seasoned recruiting agency provides excellent resources for Executive Assistant interview preparation and matches you with companies that align with your personal and professional goals.

Jan 13

Female Leaders Proven More Likely to Coach and Mentor

By Groupe Insearch Leadership No Comments

Women make up more than half of the labor force in the United States and earn almost 60 percent of advanced degrees, yet they bring home less pay and fill fewer seats in the C-suite than men, particularly in male-dominated professions like finance and technology.

Research suggests that the male presence in the majority of senior leadership positions does not indicate that men possess better talent than women, but rather there is no significant indication of better performance in a specific gender. In fact, many studies consider women to be more likely to excel in leadership and mentorship roles.

Female leaders are proven more likely to coach and mentor successfully for many reasons:

Less transactional and more strategic relationships with employees

While men use networking to advance their careers, women tend to use their networks for both support and relationship building. Women’s presence in the upper echelon can enhance the social networking and mentoring opportunities of other women in the organization.

Women tend to be kinder in leadership roles

Kindness is rarely ever associated with leadership. However, some form of reassurance, compassion, and empathy can make a huge difference in your team’s dynamics. According to studies, women tend to be equalitarians, sharing evenly with peers while men tend to be more individualistic. Effective leadership demands kindness. In fact, leadership in itself is an act of kindness.

Women trend more emotionally intelligent

When it comes to empathy and self-regard, women tend to score higher than men. Studies show that women are more likely to identify emotions and subtle cues of emotional expressions.

Psychologist Daniel Goleman considers higher emotional intelligence a major trait of ineffective leaders. A leader or a mentor needs to connect with people at a deeper level to make an impact in their lives. These traits help them support, coach, influence and resolve conflict among individuals and teams effectively.

Most people imagine leadership to be a male-dominant field. For example, qualities such as confidence, independence, and assertiveness are frequently associated with men. We hardly ever think of empathy, kindness, relationship building, or collaboration to be leadership traits. This is a bias handed down to us since our childhoods. It is time we change these narratives and think of leadership as an amalgam of traits that cater to both a variety of qualities and attributes.

Mentoring is critical for team growth and talent retention. Are you doing enough to support your team? Hire a recruiter today to find the next leader for your team!

Jan 05

Your Executive Assistant Interview: Questions the CEO Must Avoid Asking Support Staff

By Groupe Insearch Executive Assistant No Comments

Legal restrictions prevent CEOs from asking support staff possibly biased questions in interviews. That’s a good thing!

When interviewing support staff, avoid asking questions like these:

How many children do you have?
What church do you go to?
When are you planning to retire?

Some questions are better left unasked out of respect for the candidate. Avoid asking any of these questions:

Do you have to wear that scarf on your head?
Why are your clothes so dated?
Is that your natural hair color?

Instead, try asking open-ended questions based on work-related scenarios.

Questions the CEO CAN ask support staff in an interview

It can seem like there are a lot of questions you can’t ask in an interview. Rather than focus on what you can’t do, try these more positive questions that reveal behavior:

Where do you see yourself in 3-5 years?
This job sometimes requires working after 5 pm or on weekends. Often, tasks like making reservations or scheduling meetings can be done from anywhere. Could you commit to working like this?
What prior experience do you have that would be useful in a job like this one?
Tell about a time when a challenge prevented you from completing a critical task.

Applicants can use the STAR method for answering questions: explain the situation, task, action, result. For example:

SITUATION: Two days before a major holiday, our company held a quarterly board meeting at a retreat. Weather forecasters predicted severely inclement weather – the kind that could cause significant travel delays.
TASK: My job required that I secure travel arrangements home for board members and the C-Suite. Most of them were flying.
ACTION: I worked with the other executive assistants to create several backup arrangements, including car rentals and chartered grand transportation. We also secured hotel reservations, just in case. Then we made “survival bags” consisting of bottled water, snacks, and a few other necessities for each person.
RESULT: As it turned out, air travel was canceled for only a few hours, so everyone made it home safely. The survival bags were a big hit!

Open-ended behavioral questions allow candidates to respond in more detail, especially when using a template like STAR.

About the vaccine

Applicants are curious about vaccine requirements for work. Some candidates may find that the provision gives them peace of mind, while others may decide they cannot comply for various reasons.

No current laws prevent you from asking about someone’s vaccination status. Still, it’s better to let your HR department explain your company’s requirements. The applicant can then decide if they can agree to the condition or are better off finding work elsewhere.

Need help figuring out the questioning process? Your recruiter can help by vetting the candidates you interview. If you are the candidate, the recruiter can help you prepare for questions.

Dec 29

Executive Assistants Are Vital for Growing Start-Ups

By Groupe Insearch Executive Assistant No Comments

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.