Tips for becoming an unbeatable personal assistant

If you're an office manager, a personal assistant, or an executive assistant, you already know you're probably the busiest person in the office. Your workload is jam-packed, and you're in high demand. But fear not, because with the right ingredients, you can be an unstoppable force! Managing schedules and handling a mountain of calls and emails is just the beginning. Today's personal assistants are expected to whip up meeting documents, keep a watchful eye on operations, coordinate events, liaise with both internal and external VIPs, and even master the art of managing budgets.

To truly shine in this role, you need to be meticulously organised and fully aware of every little detail. Whether you're starting a new job or looking to level up your skills, we've got the perfect recipe to help you get cooking.

So, grab your apron and let's dive in!

Our top tips:

1. Look ahead
2. Be your boss' memory, eyes and ears
3. Don't neglect your paperwork
4. Understand the wider business strategy
5. Constantly look to upskill
6. Dress the part

1. Look ahead

There's no such thing as being too prepared! Take a peek at your schedules for the upcoming day, week, and even month. Getting a head start on tasks, like planning a corporate event or ordering catering for a lunch meeting, will ensure you can savour the flavour of success without rushing and risking mistakes.

2. Be your boss's memory, eyes and ears

Your boss and colleagues have a lot on their plate, which means they may occasionally forget the small stuff. Get to know your team inside out, learning their quirks and preferences. That way, you can be their memory, eyes, and ears, filling in any gaps and ensuring nothing slips through the cracks. If someone's child is unwell, quietly inform your boss so they can extend their concern.

3. Embrace the power of organisation

Filing is your trusty sidekick, so don't neglect it! Keeping people waiting while you search for important documents is a recipe for disaster. Keep your paperwork in order by categorising and sequencing it in a way that makes sense to you.

And here are a few extra seasoning tips to spice up your filing game:

- Whip up digital copies of paper documents to create a clean and clutter-free filing system on your computer.
- Keep ongoing work separate from completed work. Put outstanding documents on your desk and file them once they're finished.
- Group similar documents together, like invoices or bills related to stationery, office tech, or events and catering.

4. Understand the goals of the business

To truly excel, you need a crystal-clear understanding of the wider business strategy and your boss's objectives. This knowledge will help you prioritize tasks for your boss and colleagues, boosting their productivity and paving the way for success. Plus, it'll build trust and put you on the fast track to glory during performance appraisals.

5. Constantly sharpen your skills

Stay hungry for growth! Attend conferences, events, and workshops happening throughout the year in the UK. These gatherings provide the perfect opportunity to soak up inspirational talks, participate in workshops, and connect with other talented professionals in the industry. Don't forget to feast on the resources offered by the EPAA (Executive and Personal Assistants Association) and the Miss Jones PA assistant network. They're chock-full of tips and tools to make your life a piece of cake!

6. Dress to impress

While the dress code may vary depending on your workplace, studies show that dressing well can boost your confidence and self-esteem. Whether you're in a corporate office or a more laid-back environment, taking care with your appearance is key to creating a professional and reliable persona. Remember, you might be the first point of contact for current and potential clients, so be sure to reflect the image of your company by dressing the part.

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In summary, mastering the art of being an unbeatable personal assistant requires a blend of foresight, organisational prowess, and continuous self-improvement. As the backbone of your office, staying ahead, embodying the eyes and ears of your team, and embracing the power of meticulous organisation are indispensable qualities. Understanding the broader business strategy and consistently honing your skills through networking opportunities and valuable resources ensure you stay at the forefront of your profession. And, of course, don't underestimate the impact of dressing the part to project a professional image.

As you strive for excellence, remember that growth is a continuous journey, and there's always room for improvement. For further insights, Tyler Griffen created a valuable resource filled with additional tips and guidance to help you elevate your skills and navigate the path to success in becoming an exceptional personal assistant.

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