1. Sumathi Agambaranathan
August 2011
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2. As an Executive Assistant for over a decade, I have held this
position in various designations and capacities. I could
actually write a book on my experience! Here are some tips
for growing Executive Assistants/ Executive Secretaries, to
enable you to become indispensable in your company.
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3.  Executive Assistants are established professionals with proven
managerial and operational skills. The role is for people with very
good communication skills, advanced proficiency in computers,
and the ability to grasp new technologies. They usually work with
CEOs and other senior executives.
 Because of their dependability, accountability and proximity to the
CEO/Senior Executive, Executive Assistants are considered key
players in the organization.
 The role requires someone who can work independently, be very
discrete and tactful dealing with people, has excellent
communication skills to operate on his/her behalf and make
informed decisions in a tough situation.
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4.  Three fundamental requirements of the Executive Assistant role is
the ability to prioritize, remain calm under pressure and remain
focused.
 Executive Assistants have to cope with an ever changing set of
priorities, so flexibility and adaptability are essential attributes. Each
day can differ from the previous one and bring new tasks and
challenges.
 Be smart, sharp, confident and reliable
 Hear every thing that is said; extract relevant information; organize
that information efficiently, and take appropriate action.
 The more organized and well-prepared you are, the more efficient
your time with the CEO/Executive will be spent.
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5.  Try to master Outlook, Excel, Word and PowerPoint
 Express a desire to learn. This is a huge plus and your boss will
notice!
 Keep yourself updated on the latest trends and technologies in the
line of your business
 The most important attribute is building trust which must be sincere
and routed in integrity.
 Once the trust is lost, it becomes very difficult to function in the CEO
and Executive Assistant relationship.
 Focus on learning to “read” your bosses. What kind of pace do they
like. What do they need from you. What’s their response time like.
What is their behavior under stress.
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6.  People skills, discretion and a being able to be on top of things all
the time are actually very high on the list of must have
qualifications.
 Use Outlook extensively. You will never lose track of assignments to
be completed or follow-ups to be done.
 Prioritize, delegate and fulfill commitments
 Time management is crucial
 Ability to multitask is the key
 Communication is important
 When your boss gives you instructions, do not count on your brain
to remember these things for you. Bring a notebook and write
down whatever they tell you to do.
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7.  Another learning curve is corporate office email etiquette. Pay close
attention to how other people type, the sort of language they use
and how they word things.
 Be proactive and follow-up
 The easiest way to impress a boss I think is to anticipate
 If you make a mistake, which you will, own up, apologize and tell
them what you have done to fix it. This gets you far more respect
than trying to hide it and getting caught later.
 Use your judgment and take decisions. It comes with experience.
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8.  Always arrive a little early to prepare for the day, and do not start
shutting down 30 minutes before office closing hours
 Don’t wait until the last minute to get work done. Get an early start
on tasks. Your boss will appreciate it.
 Keep a to-do list. Take notes when given instructions
 Be proactive and try to anticipate the needs of your bosses for
future projects (or) tasks
 Keep a can do, upbeat attitude
 Never fall into the “its not my job” attitude
 Write down everything, summarize and follow-up!
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9.  They might rattle of a ton of things at once. Always keep a notepad
for this purpose.
 Your work is not going to change, and you still have those 100
things to do. But, if you focus on one thing at a time, you’ll be done
quicker, and your work will be more accurate.
 When you have got a big project (or) a complex task, it is best to
ignore other distractions. Don’t try to answer every mail the second
it comes in. Let the phone go to voice mail. Although you may not
believe it, your company will not go bankrupt if you are unavailable
for an hour!!
 Be loyal and go the extra mile. It will make you INDISPENSABLE.
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10.  Start each day with a smile.
 Maintain professionalism, and treat everyone with respect
 Be careful about gossip. Do not participate in it whatsoever
 Be professional and friendly with everyone! The person who
empties your garbage tin, the receptionist, your boss’s boss,
because you never know what resources you will need to tap.
 Respect all employees. When things go wrong, as they always do, it
is important to have reliable friends in every department.
 Remember that the Finance people are super important, and you
need them on your side
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11.  Please ensure that you are not taken for a ride by any of your
colleagues in the company. Remember that this is a extremely
privileged position and maintain your self-esteem
 Do not discuss your boss’s personal matters with anyone in the
office – this is very important
 Do not date anyone in the company
 Do not play office politics under any circumstances. Do not talk
about people. Smile and listen; listen and smile.
 And finally, no romance with the boss. It simply does not work!
Keep your relationship very professional to establish yourself in
your career.
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12. My LinkedIn profile: http://in.linkedin.com/in/sumathiagambaranathan
My Blog: http://sumi-ooty.blogspot.com/
Email: sumathi.ag@gmail.com
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