A top-notch executive assistant serves as the linchpin of an efficient and successful operation. They go beyond the realms of traditional administrative support, embodying a diverse skill set and exhibiting exceptional qualities that propel them to be the best virtual assistant in any professional setting, contributing innumerable benefits to your organization.
TL;DR – Key Executive Assistant Qualities
If you’re short on time, here are the top qualities to look for in an executive assistant:
- Versatility in skills
- Adaptive problem-solving
- Exceptional communication skills
- Empathetic listening
- Impeccable time management
- Proactive planning
- Tech-savvy approach
- Continuous learning
Technical skills, such as responding to emails promptly and finding information quickly, are essential for a good executive assistant. However, the above-listed executive assistant qualities differentiate a good and exceptional EA.
Continue reading to discover how these qualities lay the foundation for a long-term, successful partnership with an EA.
What Today’s Executives Need From an EA
The executive landscape has changed dramatically over the last decade or so. C-suites are overseeing teams that operate across time zones and strategic cycles that previously took three to five years, now happen in months as companies are forced to adapt quickly for survival.
The result?
Executives have hectic schedules because their work-life boundaries have dissolved.
Consequently, executives need EAs who handle more than routine administrative tasks. We call them performance multipliers that help principals achieve maximum impact in minimal time:
- Chief of Staff: This role requires an EA to serve as the executive’s primary point of contact, including screening incoming appointment requests and approving/rejecting them based on their impact on the principal’s schedule.
- Business Partner: Executives want an EA who deeply understands their vision and actively participates in meetings, providing insights that help them make the best decisions for the company.
- Scheduler: Elite EAs are masters at calendar Tetris, organizing their executives’ schedules to align with their performance rhythms and productivity cycles. This includes time blocking to allow the executive to focus on strategic work.
- Project Manager: The best EAs maintain detailed executive assistant daily checklists to track all tasks, ensuring even the least urgent ones don’t fall through the cracks.
- Personal Assistant: Elite EAs offer integrated life management to prevent potential chaos in the executive’s personal life from undermining their professional performance. This often requires managing tasks that span both domains, such as coordinating family commitments alongside board meetings to avoid scheduling bottlenecks.
Top Qualities of an Executive Assistant
Here are the top 8 qualities the best virtual assistants possess.
1. Versatility in Skills
The best virtual assistants stand out due to their exceptional versatility, showcasing a multifaceted skill set that goes beyond basic administrative tasks. What does an EA do? They effortlessly navigate a spectrum of responsibilities, from managing calendars and scheduling appointments to orchestrating complex projects across various domains.
Their prowess lies in their ability to wear multiple hats, seamlessly transitioning between diverse tasks and responsibilities. They possess a strong foundation in administrative duties, adeptly handling scheduling, email management, and organizing information. However, what sets them apart is their capability to transcend these traditional roles. Read more about the difference between an executive assistant and an administrative assistant.
These virtual assistants excel in project management, exhibiting proficiency in coordinating multifaceted initiatives. They demonstrate adeptness in handling deadlines, delegating tasks, and ensuring seamless collaboration among team members. Moreover, their skill set often extends to areas such as research, data analysis, social media management, customer service, and even technical support, depending on the organization’s needs.
Their adaptability and eagerness to learn allow them to rapidly acquire new skills and adapt to evolving demands. Their multifaceted capabilities make them invaluable assets, capable of contributing significantly across various facets of the organization’s operations. Their versatility is a testament to their resourcefulness, enabling them to thrive in dynamic and challenging work environments.
2. Adaptive Problem-Solving
The hallmark of a top-tier executive assistant lies in their ability to tackle unforeseen challenges with finesse. They are adept problem solvers, navigating through unforeseen circumstances seamlessly.
The best virtual assistant will distinguish themselves by their adeptness at handling unforeseen challenges with finesse. Their capability as problem solvers shines when navigating through unanticipated circumstances seamlessly.
When faced with unexpected challenges, these assistants remain composed and resourceful. They swiftly assess the situation, identifying key issues and potential solutions. Their ability to think on their feet allows them to adapt quickly, adjusting priorities and strategies as needed. They leverage their experience, knowledge, and critical thinking skills to address the problem efficiently, minimizing disruptions to workflow.
Furthermore, their proactive approach involves seeking input from relevant stakeholders, collaborating with the team, and drawing on available resources to find innovative solutions. Their resilience, flexibility, and strategic mindset enable them to turn unforeseen challenges into opportunities for growth and improvement. Ultimately, their capacity to navigate uncertain situations with finesse elevates them as indispensable assets in any dynamic and demanding work environment.
3. Exceptional Communication Skills
The best virtual assistants are exceptional communicators. They effortlessly navigate conversations, whether it’s drafting concise emails, negotiating with vendors, or liaising with team members. Their ability to effectively convey messages, both verbally and in writing, ensures smooth operations within the organization.
In written correspondence, these assistants craft clear, succinct, and professional emails, conveying information effectively while maintaining a tone appropriate for the recipient. Their written communication exhibits precision, clarity, and attention to detail, minimizing any potential misunderstandings.
In verbal interactions, they exhibit active listening, clarity, and diplomacy. Whether in team meetings or negotiations, they articulate ideas cogently, ensuring everyone comprehends complex information. Their adeptness in verbal communication helps them build rapport, convey directives effectively, and resolve conflicts amicably.
Moreover, their adaptability shines through in tailoring communication styles to suit different audiences, enhancing comprehension and collaboration across diverse teams or stakeholders. By fostering a culture of transparent and effective communication, these virtual assistant service providers significantly contribute to the organization’s success and harmonious operations.
4. Empathetic Listening
Empathetic listening and emotional intelligence stand as cornerstones of exceptional communication for an executive assistant. Beyond hearing words, it involves understanding the underlying emotions, perspectives, and nuances conveyed by others. By actively engaging in empathetic listening, an assistant demonstrates a genuine interest in comprehending not just the message but also the feelings and context behind it. This skill enables them to accurately grasp the needs, concerns, or objectives of colleagues, superiors, or clients.
By understanding these subtleties, the executive assistant can offer precise, tailored solutions that address the root of the issue effectively. They can respond in a manner that resonates with the other person’s emotions and concerns, fostering stronger relationships and trust. This empathetic approach also helps in conflict resolution, negotiation, and problem-solving, making the assistant an invaluable asset in facilitating smoother communication and achieving collective goals.
5. Impeccable Time Management
A remarkable assistant is a master of time management for executives. They juggle multiple responsibilities without compromising quality. From prioritizing tasks to optimizing schedules, these professionals ensure that every minute is utilized effectively.
Picture this: Amid conflicting deadlines, executive assistant Alex strategizes for an upcoming cross-departmental project by prioritizing tasks, using project management tools, and delegating responsibilities. Communicating effectively with stakeholders, they negotiate realistic deadlines and employ time-blocking techniques to manage tasks efficiently. Agile and adaptable, Alex breaks down complex tasks, tracks progress, and reallocates resources as needed. Through meticulous planning and agile problem-solving, Alex orchestrates tasks adeptly, ensuring critical project milestones are met, exemplifying the indispensable role of an executive assistant in project success.
6. Proactive Planning
Proactive planning stands as a cornerstone of effective time management for an executive assistant. By foreseeing future demands and proactively strategizing, an assistant mitigates potential issues before they escalate. Anticipation enables the identification of potential bottlenecks or challenges, allowing for preemptive solutions and streamlined workflows. This approach ensures that necessary resources, schedules, and contingencies are in place, minimizing disruptions and enabling a smoother execution of tasks. Ultimately, an executive assistant who plans ahead not only saves time but also enhances productivity, enabling a more efficient and effective work environment for the entire team.
7. Tech-Savvy Approach
In the digital era, proficiency in technology is crucial. The best virtual assistants embrace technological advancements, leveraging tools and software to enhance productivity.
The best virtual assistants not only adapt but actively embrace technological advancements, recognizing their transformative impact on productivity. These assistants adeptly navigate a plethora of tools and software, leveraging them to streamline communication, automate repetitive tasks, manage schedules efficiently, and organize information effectively. Their proficiency extends to using collaboration platforms, project management tools, and AI-powered assistants, ensuring seamless operations and facilitating remote work. By embracing technology, these virtual assistants optimize workflows, foster innovation, and stay ahead in an ever-evolving landscape, ultimately enhancing their ability to support their teams and achieve organizational goals.
8. Continuous Learning
Staying updated with technological advancements showcases a commitment to continuous learning. An executive assistant who consistently upgrades their skills demonstrates adaptability and a growth-oriented mindset.
For an executive assistant, continuous skill upgrades exemplify adaptability and a growth-oriented mindset. Actively seeking new tools and software, attending workshops, and engaging in online courses display an eagerness to evolve with the digital landscape. This dedication not only enhances proficiency but also demonstrates a willingness to embrace change, innovate, and improve efficiencies. Such adaptability allows the executive assistant to navigate evolving work environments, pivot swiftly, and proactively implement tech-driven solutions. By embodying a growth mindset, they contribute significantly to organizational agility, efficiency, and sustained success in the ever-evolving tech-driven world.
Why EA Qualities Matter More Than Technical Skills
Some executives prioritize technical skills, opting for EAs proficient in email management and scheduling software. However, technical skills are only practical when paired with the right interpersonal attributes.
Other reasons executives should screen candidates for soft skills include:
- Tools Can Become Obsolete, but Qualities Don’t: Technology evolves rapidly, meaning the tools you use today may not be supported a few months down the line. In contrast, qualities like confidentiality, acumen, or a high-touch hospitality mindset can only get better with experience.
- EA Qualities Impact Executive Support: Technical skills primarily help EAs with administrative tasks, such as scheduling or replying to emails.
- Qualities Predict Long-Term Partnership Success: Your executive-assistant partnership rarely depends on how well your EA writes emails or confirms your appointments. Instead, you want a proactive EA that anticipates your needs and takes initiative, so that you can focus on strategic work.
- EA Qualities Influence How They Represent the Executive: Your EA often functions as your extension, representing you in meetings and events. They are also your point of contact, controlling how and when stakeholders can reach you. As such, you want an EA who operates with empathy, even when rejecting appointment requests.
The ProAssisting Standards
An elite executive assistant, as far as partnering with an EA goes, means hiring a candidate with the right balance of technical skills and qualities.
At ProAssisting, we like to call it the 51:49 rule, coined by Danny Meyer, a renowned restaurateur and public speaker. An executive assistant should comprise 49% hard skills and 51% EA qualities.
Besides the EA qualities discussed above, other attributes we prioritize at ProAssisting include:
- Emotional Intelligence: We train our ProAssistants to read unspoken cues, understand stakeholder dynamics, and respond appropriately to varying moods and situations. A high EQ means your EA is empathetic and can build genuine relationships that reflect positively on the executive.
- Confidentiality: We treat discretion as sacrosanct and emphasize the importance of privacy, even within portfolio companies.
- Team Player: Our ProAssistants understand that they aren’t solo operators and function within a system. This helps them prioritize collective outcomes over personal recognition, fostering collaboration with team members.
- Type A Personality: ProAssisting seeks EAs who don’t go for the bare minimum in their work, and are instead driven, detail-oriented, and pursue perfection without being abrasive.
Our ProAssistants anticipate and address their executives’ needs, reducing bottlenecks and multiplying their performance.
Schedule a call today to learn how the right executive assistant qualities translate into the support you need to reclaim your time.
How to Assess Executive Assistant Qualities When Hiring
The main challenge when hiring an executive assistant is ascertaining that they have the right EA qualities as a foundation for a strong partnership. Assessing EA qualities is very different from evaluating technical skills, which can be assessed through software demonstrations, typing tests, or portfolio reviews.
Some practical tips for assessing EA qualities during interviews include:
- Ask Questions That Reveal Past Patterns: Instead of asking a candidate whether they understand the importance of discretion, request them to recount a previous situation where they ran into their executive’s confidential information and how they handled it. An elite EA will provide specific examples demonstrating the qualities you’re seeking.
- Assess for Curiosity and Engagement: Pay attention to whether they listen actively to understand or simply wait to speak, including whether they ask thoughtful questions about your business and workflows.
- Test for Strategic Thinking: Present real scenarios to judge the EA candidate’s priority tradeoffs, systems orientation, and autonomy. Exceptional EAs understand the significance of prioritizing tasks based on strategic impact, including when to escalate issues to the executive vs. act independently to avoid bottlenecks.
- Check for Cultural Fit: Pay close attention to how the candidates answer questions about their working style or how they partner with executives who prefer a specific way of doing things. Avoid EAs who blame their principals for mismatches in work style; elite EAs meet their executives where they are.
- Leave Room for Your Gut Feeling: When all is said and done, you want an EA you can partner with in the long-term (the executive-assistant relationship is a marathon, not a sprint). As such, reflect on subtle signals your conscious mind hasn’t fully processed, like misaligned values, incompatible working styles, or quality concerns.
Frequently Asked Questions (FAQs)
Below are answers to common questions about executive assistant qualities:
Should I Hire for Qualities Over Experience?
No. You shouldn’t hire for qualities over experience; instead, you need to consider both.
The right attributes, like organization, confidentiality, and proactivity, help EAs support their executives effectively.
What Qualities Make an EA Successful in a Remote or Hybrid Setup?
The top qualities that make an EA successful for a remote or hybrid setup include:
- Exceptional communication skills
- Impeccable time management
- Proficiency with executive assistant tools
What Qualities Separate a Senior Executive Assistant From a Junior One?
The main qualities that separate a senior executive assistant from a junior one relate to these EA superpowers:
- Executive Support Perception (ESP): Senior EAs anticipate what their principals will need before they ask.
- Synchronization: Senior EAs align their executives’ schedules with their productivity patterns and rhythms.
- Omniscience: Experienced EAs partner with their principals to create workflows and SOPs that let them operate independently without waiting for the executive’s instructions.
- Translation: Senior EAs understand that they function as their executive’s extension, so they mirror their executive’s communication, conveying messages with an appropriate tone and discretion.
Can Executive Assistant Qualities Be Developed Over Time?
Yes. Executive assistant qualities can be developed over time.
For example, you could train your EA to meet your confidentiality expectations through ongoing training and creating clear frameworks for handling sensitive material.
Conclusion
The best virtual assistants embody a blend of diverse executive assistant skills, exceptional communication, efficient time management, and a tech-savvy approach. They adapt to challenges, foster strong relationships, and proactively contribute to the success of an organization. Their multifaceted abilities make them invaluable assets, elevating them to the epitome of excellence in the realm of executive assistance.
For more information on how a remote, whether full-time or fractional executive assistant, can help your business, grab time on my calendar for a free consultation by clicking the button below.
