First and foremost, an executive assistant is a catch all. But a catch all who should exercise autonomy in knowing when responsibilities can and should be delegated to another role. The primary goal of this person is to offload responsibilities from the executive team so they can focus on activities that grow and protect the company without compromise.
Executive teams time is most easily consumed by having to read emails. Here is a very extensive email where we go through different types of emails we get and how we currently deal with them.
This is a critical part of the job. From reviewing emails before they are sent to clients, proof reading proposals before they’re sent, or moving content provided by a customer into their website and ensuring it’s formatted well.
Here is a video that gives some examples of the type of work you’re responsible for.
- Copying, Pasting, Editing and Formatting Content into a clients website.
- Ensure there are page titles.
- Ensure there are sub titles when relevant.
- Ensure there are calls to action (buttons inviting them to take action on the website).
Auditing / Q&A
In our context, this is when someone audits the work of any of our staff before it’s submitted to our clients. This is ultimately the responsibility of us all, especially the Project Manager, but it’s definitely up to the Project Manager and Content Editor to ensure this job is done.
- Confirm that the task staff marked as completed is, in fact, completed. When confirming a task requires technical skills that you don’t possess, assign it to your supervisor or a staff member who can.
Communication with Clients
Currently it’s pretty rare that clients need to communicate with us about something that doesn’t require them to talk directly with the project manager. But sometimes our clients call or email to schedule an appointment, ask billing or adminsitrative questions, etc… This is something the executive assistant is responsible to field.
There will be times where you feel like you’re just copying and pasting what the client asks – and that’s okay to begin.
It’s also probably best to call your supervisor to communicate things quickly rather than email – as clearing out emails from the inbox is a primary goal here.