Calling all PA's and EA's-I've never been an Executive Assistant, starting job next week please help/advise

[Upsidedownberry]

I've got a new job starting on Monday as an Executive Assistant. I have never done this before. I have worked in a completely opposite field of work for many years. Can any PA's EA's give me some advice? What to expect? How to handle things etc I don't want to mess this up

Well I'm not a PA but I'm not far off (departmental secretary / administrator supporting several directors and senior managers) so I would say:

1. Spend the first few days getting to know the systems, how they store and update data etc

1. Find out how the director(s) likes to have their diary managed. Do they like to put aside an hour for lunch? Is there a cut off point when they start and finish working? Also when booking meetings make sure you allow time for travel

1. If you have deadlines to meet get a list of these ASAP so you have as much time as possible to meet them

1. Most of all be organised so make sure you familiarise yourself with any filing systems or if you can set up your own then find out the best way you can deal with paperwork. Date order, alphabetical order etc?

I hope this helps a bit? If you've got any questions just shout.

Good luck and congratulations landing the job! X

I would really think twice about it to be honest!

www.mumsnet.com/Talk/employment_issues/3174044-PA-boundaries-and-admin-support?pg=1&order= Kind of sums it up.

Expect complete opposites of the spectrum and everything in-between. Being asked to make drinks and arrange buffets one minute and tweaking confidential board presentations the next.

I used to love it. Booking travel was a pain though, weird demands from directors and ceo to want me to magic up a flight time suitable for them for example and only believing it's not possible with a screenshot as proof!

Be assertive and push back when needed or you will be used as a doormat.

Find out what the person (or persons) you are working to expects from you. Monitoring their email inbox or leaving well alone? Keeping them protected from the rest of the office or making sure that they are as accessible as possible?

Develop good relationships with other PAs (and others like drivers, the mail room, IT helpdesk....). You will need to call in favours from them at some point. Similarly, be prepared to do them favours where possible

Be super organised. Find your own way to do this - for me, it's having a visible to do list updated every day

Whenever you are called into your boss's office make sure you have a pen and note pad with you. Write everything down, always.

Don't be afraid to ask for clarification if their requests are unclear

What do you think you're supposed to be doing?!

Read that thread that polarbear posted. I was the Op. I would run a million miles in the other direction if I were you. That's what I did when I finally came to my senses!

How did your first day go Upsidedownberry?

Can you tell us more (industry, size of company, who you report to etc.) so that we can advise more fully?

Stressedoutpa I read your other thread linked above. May I ask, as someone who has worked as an actual PA what in your opinion / experience SHOULD be required for this role? I would assume it's mainly diary management, taking minutes during meetings, arranging paperwork / packages for director meetings and general admin and filtering phone calls etc. As well as being 'gatekeeper' to the boss.

I do not have a degree (is one needed for a PA?!) and I didn't go to university but I've had years of experience as an administrator / secretary for an entire department. I support several directors and managers and work to tight deadlines. It can sometimes be a very busy and stressful environment and other times quiet depending on the time of year. They tell me I'm very good at my job but I really need to sort out my self confidence issues.

I wonder if I'd be any good as a PA or personal secretary on a 1 to 1 basis if I left my current role and I like the thought of supporting someone and having that strong working relationship with someone but to be honest your thread kind of scared me!

To be clear - as long as I'm paid what I'm paid now or a bit more I'm not really bothered about going up or ladder or getting promoted... I've no intention of becoming a manager etc.

Hope it went well!

I second the keeping super organised. Also build in a small amount of time between you and the boss at least once a week - ideally twice - to check out changes with them (eg diary changes, requests from other people, travel arrangements). Stops bombarding with emails and builds a good rapport.

@Upsidedownberry hi just wondered how your finding your role?