Ask the Career Consultant: First Assistant to CEO

Hi Lisa:

I started at a new company 2 months ago and it is the first time that the CEO has an assistant, so I am lucky as I have no one's shoes to fill. I have a good working relationship with the CEO.

I have made a few silly errors, i.e.: sending double emails and not checking it all properly. I was notified to stop and think before I send internal mails out by my CEO. I no longer make that mistake.

I am learning about the company and I am trusted with very sensitive information, staff salaries. The CEO understands that I am efficient and get things done quickly, but I need to work on checking my information properly before sending out internal emails.

My concern is that I have in my probation period made a few very silly mistakes, i.e asking the same question twice, sending double or unattached emails internally, asking for instructions when it was stated in the email to me. They do not happen daily but have happened once or twice in spread out situations.

What advice could you give me to ensure that she will choose me as a permanent staff member and assistant?

- First assistant to CEO

Dear First Assistant to the CEO:

The fact that your boss has never had an assistant is extremely important. She isn't sure what she wants or needs. That can be a great position for you to be in! You can "train" her as you move along. It can also be challenging because of her lack of experience with an assistant. She is probably stumbling a bit herself. You also mention you have a good working relationship with her. Congratulations! That means you have worked hard to open the lines of communication and get off on the right foot.

Here a few specific suggestions that might help during your probationary period:

• It's important not to separate the silly errors from the bigger errors. Every task performed deserves detailed attention and follow through. Give every task , even what you consider the simplest, the attention it deserves.
• Take 10! I don't mean run into the break room and take ten minutes! Before you send out any emails or act on any received emails, count to ten. Make sure the email is addressed to the intended recipient, is cc'd if necessary and there are no spelling errors. Ask yourself as you review the content of the message, "Would I understand the intention of this email if I received it? Is it clear and concise? Is the purpose stated well?" Make sure you aren't preoccupied with other things. That's when I make mistakes - when I did things too fast, or without my full attention. I'm not a big fan of the term "multi-tasking." It's highly overrated! Great assistants know how to prioritize like nobody's business and get one thing done at a time and get it right the first time.
• Email is a funny animal. It requires expertise and efficiency to master. One technique I successfully used was annotating. When I received emails that required action or follow up, I printed the email and with my red pen, I proceeded to annotate the email. Annotation is a way of highlighting and editing names, dates, locations and making notes in margins to indicate required action. After I annotated, I would then add specific tasks to my "to do" list or calendar respective to that email. This technique saved me on more than one occasion. I would then place the printed, annotated email in my filing system. This helps prevent asking questions when you already have the information you may need. (If you do have questions, you can bring them up at your weekly meeting.)
• Stop worrying so much! A probation period is just that: a time to learn the ropes of the job. The fact that you are aware of the areas in which you can improve says a lot about your integrity and commitment to building a strategic partnership with your boss.
• If you are not already having Weekly Information Meetings with your boss, take the initiative to get them on the calendar. This will definitely help you during the probationary period. You can address areas of concern and discuss methods you are putting into practice to be proactive in staying focused. Share with your boss your goals and expectations for yourself. Ask her how you can make her job easier. These are little ways you can score huge points!
• Use effective critical thinking skills. Stop. Breathe. Think. Your goal should be to show your boss and co-workers you regard everything you do with same standard of excellence. This is what earns their respect and makes you invaluable to the team, and especially to your boss.

Remember, everyone makes mistakes. However, top assistants don't make them a habit! But when one sneaks up on you, own it, correct it and learn from it.

Lisa Olsen provides OfficeArrow members with down-to-earth career advice from her extensive experience as a Career Consultant. An author, trainer, speaker and consultant, Lisa's dedication to building relationship chemistry and helping people power up their potential has been the catalyst for her own success. Learn more about Lisa and her services, including keynote addresses, resume revision, and on-site professional development training here.