Background information on the subject of "executive assistance"

To keep the boss’s back free and to have what is needed to be his or her right hand - this is how people would describe the tasks of a management assistant. Good managerial support includes a high degree of competence in time and self-management as well as in the areas of communication and organisation. Therefore, prudence, stress resistance, foresight and flexibility are essential. Coupled with a high level of intelligence, a good memory and optimal management of administrative tasks, a personal managerial assistant quickly becomes indispensable.

Information, enquiries and requests come together in a manager’s outer office. These have to be organised and processed according to their relevance. For example, a good management assisstant needs the self-confidence and the strength to reject unimportant enquiries again and again. Negotiation skills are required in order to arrange appointments according to the wishes of the manager. For the preparation of business trips, conferences and meetings, everything that could be necessary in the course of the event must be considered and if something has been forgotten, a good executive secretary realizes this immediately, so that it passes unnoticed. Daily news and information are summarized and presented in such a way that the manager quickly recognizes the essentials and can initiate the necessary action.

The connections between a message and its sender is understood very quickly by a good managerial assisstant. The daily tasks of an assistant include networking within the company and demarcating one’s own area of activity from that of the boss. Leaders and assistants work together optimally when mutual respect and understanding of the varied and often hectic everyday working life are maintained.

The Management Institute Dr. A. Kitzmann offers seminars on the topic of “executive assistance” as open training courses in Münster and as in-house seminars throughout Germany.

Author: Management Institute Dr. A. Kitzmann

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