All of your staffers should understand their fundamental responsibilities. Ideally they should be able to sum up their role in one sentence, as in the example below. They should also understand the specific pieces of what they’re responsible for (the “what”), as well as the ways you expect them to approach the work (the “how”).
Sample Executive Assistant Role Expectations
Overall: You’re the CEO of making sure everything runs smoothly!
Administration/Operations: office space is functional and everyone has what they need to do their jobs well
- Own all general/maintenance – everything should be working well!
- Ensure we have appropriate space, layout, furniture, supplies do best work
- Ensure all systems are working effectively (phones, internet, mail, etc.)
- Support additional administrative needs of office (faxing, mailing, PDFs, etc.)
Calendar and Internal Meetings: manage calendars and implement internal meeting structure
- Manage staff calendars to priorities (surfacing questions, getting aligned on tradeoffs, ensuring enough space/travel time between things, etc.)
- Implement internal meeting schedule (e.g., check-ins, monthly step-backs, team step-backs)
Tech and Systems: technology is appropriate to meet needs of growing team and we have the systems in place and working to gather, share, and track information
- Ensure that all staff have hardware and software they need for their areas of work
- Manage email vendor and ensure we have capacity to handle email demands
- Ensure we have appropriate data back-up system and that it’s working effectively
- Spot opportunities to better track and maintain information
The “How” – Keys to Success!
100% follow-through: No dropped balls policy! Stay on top of all specific tasks/follow-up items and general areas of work; consistently meet deadlines.
Customer service orientation: We’re pretty busy here, and your job is to make it easy for staff to do their jobs; view your work as supporting the whole and integral to the team’s effectiveness.
Attention to detail: Everything going out (other than internal communication) is polished – meaning accurate (right content, no misspellings, grammatical errors, etc.) and precise (reflects nuances, captures subtleties, etc.) and “fits” the situation (should have our “look and feel” generally but can be casual when situation calls for it).
Positive attitude and flexibility: Approach work with a spirit of “yes”; strike a positive tone; push work forward through obstacles and adapt quickly as things change (which they inevitably will!).