So many managers, and executives don't really understand what a good administrative professional can do for them. They don't really understand how we can make things so much easier on them and help them worry about what is important while we take care of the small tasks like arranging meeting rooms, ordering lunch etc.
As an executive your job is to worry about the bigger picture, the tasks, the vision, the mission and moving the company forward. That should not consist of worrying about if lunch has been ordered or how to set up a room, or make sure there is coffee and water available. That is what your administrative professional is there for.
Here are 4 ways that a good admin can totally change your life:
Scheduling - Why waste your time going back and forth with several people to schedule a meeting. You already receive a ton of emails so why add to that. Let your admin be the go between and work with the others to schedule the meeting. Your admin knows your schedule, they know how much time you have, and they can move things around to accommodate the meeting. Do you really want to tackle that task? No you don't when you can use that time and energy to prepare yourself for the meeting such as what you plan to present, what agenda items you want to cover etc. Focus on the important details of the meeting not the scheduling.
Meetings - Why are you wasting your time putting together a PowerPoint presentation for a meeting? Why are you wasting your time typing out a meeting agenda? Meet with your admin and go over what you are looking for in your presentation, have them do the legwork to type in the text, find the graphics etc. It is their job to make you look good so work with them on your vision and have them put it together. You know what you want to talk about in the meeting so just meet with your admin and let them put a formal agenda together. They will be the ones setting up the meeting room, printing the agenda, ordering lunch etc. so let them handle all those details.
Priorities - Why have you double booked yourself, over promised, let an important task fall off your radar? Wouldn't life be so much better if you could keep your priorities front and center? Would life be better if you did not let things fall through the cracks? Your admin can help with this. They know what you must complete and the deadline. They can remind you that you have such and such do. They will keep your meetings to an allotted time, by making sure someone does not over extend their time so you can stay on task. They are there to make sure that you are full prepared for your top priorities.
Anticipate - Have you ever forgot to book a hotel for yourself even though you booked a flight? Have you forgot to take your passport for an International flight? Your admin can help with these things because as an admin professional we anticipate what is needed. If we don't see a hotel booking on your calendar or hear you mention we ask. If we do all your travel we book your car, hotel, flight, driver etc. We make sure you have everything you need. An admin says it is here before you even ask, if you ask they may say it is in your email, it is in your bag, it is on your One Drive. They work side by side with you, so they know every detail that is needed before you even ask.
It is hard to believe that one person can do all this for you just, so you can focus on what is important and help you shine in a meeting. As an admin professional our job is to make sure the ones we support always are at their best for any meeting, speaking engagement etc.
Once you experience what they can do for you, your life will be changed, and you will find that you can focus and relax more than before.
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