[atonk]

Hi everyone,
I'm new to this site, and very excited to have it as a resource. I recently started a new job as an executive assistant, and my boss would like me to take over his email and calendar. The calendar is pretty straightforward, but as of yet I have no approach for his email (we both have access to it). He has folders created already, which seemed like the obvious first step. I've only been here less than two weeks, and don't feel comfortable jumping in moving things around when I don't really know what's going on yet. At the same time I don't want to appear lazy or apprehensive. Does anyone have any experience with this, or tips on how to approach this?
Thanks for any help in advance!

[ljmorgan]

I would sit with him and find out what he expect you to do for his e-mail.

Does he expect you to move things into appropriate folders? Does he just want you to monitor it and take care of what you can, i.e., meeting requests, quick questions that you have the answers, etc.?

Good luck, I used to do this and people didn't know if it was me or my executive answering.

Oh and if you do answer things on his behalf, a quick summary at the end of the day would be helpful to him.

[kmarggraf]

Originally Posted by atonk

Hi everyone,
I'm new to this site, and very excited to have it as a resource. I recently started a new job as an executive assistant, and my boss would like me to take over his email and calendar. The calendar is pretty straightforward, but as of yet I have no approach for his email (we both have access to it). He has folders created already, which seemed like the obvious first step. I've only been here less than two weeks, and don't feel comfortable jumping in moving things around when I don't really know what's going on yet. At the same time I don't want to appear lazy or apprehensive. Does anyone have any experience with this, or tips on how to approach this?
Thanks for any help in advance!

Good Morning,
If you are working with Outlook on an exchange server I would iniitally work with the existing folders. As time goes on get a feel for where things should be filed. For example if there is a specific project that is happening in the office, create a folder with this project name and put all correspondence in this folder. Its great when you are trying to reference something or remember what a co-worker may have volunteered to complete. I will print out emails requesting responses and a setting up meetings/phone calls. Each morning, I bring the printed email and ask if he'd like me to respond, set up the call etc. It's not as frightening as it seems. I think taking these first few easy steps he'll realize you are stepping in.

Good Luck

[Jodith]

I would definitely sit down with your boss and talk about exactly what he expects in relation to his e-mail. Does he want you to respond on his behalf? Delegate appropriately to his direct reports? Notify him of urgent issues?

Every executive seems to have a different idea of what they want their admins to do for them, and that includes managing their e-mail. It's better to have a clear idea up front what he wants, and to give him feedback on what you think is appropriate and not, and even ideas where you can help that may not have even occurred to him.

[atonk]

Thanks for the replies everyone. I did sit down with him, and when he didn't really have certain way he wanted these handled I was at least prepared with some suggestions.

[Anuar]

I think you need this:
Organization - OfficeArrow - Tips for Managing an Executive's Calendar