More than just managing calendars
In many organisations, the role of a personal assistant (PA) is often underestimated. The idea that a PA is only concerned with managing diaries, taking phone calls and booking meeting rooms is common. But these underestimated tasks of a personal assistant are just the beginning. In reality, a PA plays a crucial role in making the working day run efficiently, especially at board level, where their impact is often high.
A good personal assistant is not only an organisational force, but also a strategic partner, a confidant and an indispensable link. Below, we highlight five important tasks that are often overlooked but of great value to both the organisation and the executive.
1. Monitor and filter priorities
An experienced PA understands not only what is on the agenda, but also what is really important. The PA acts as a gatekeeper, filtering emails, meeting requests and information requests. This ensures that the manager can make the best use of his or her time and energy. By carefully prioritising, the PA helps focus on the right things and prevents unimportant tasks from disrupting the working day.
2. Preparing for decision-making
A PA ensures that everything runs smoothly by summarising important documents and gathering relevant information ahead of meetings. This enables the manager to make quick and well-informed decisions. This preparation prevents ad hoc work, speeds up processes and contributes to the quality of decisions made.
3. Confidential communication and reputation management
A PA often manages sensitive information, such as personnel issues and strategic plans. The PA is a reliable link between management and the rest of the organisation. In addition, the PA represents the manager’s style, tone and values, which influences the top internal reputation and protects the organisation’s image.
4. Stakeholder management and relationship maintenance
A PA has an overview of the relationships that need to be maintained, from customers and suppliers to investors and employees. They know exactly who to call back and when, and which contacts have priority. This relational memory is invaluable, especially for busy executives who are constantly switching with a wide network of people.
5. Crisis management and proactive problem solving
When unexpected situations arise, such as a double booking or a no-show, it is often the PA who takes quick action and keeps the peace. They recognise problems before they occur and can move quickly to find a solution. This proactive attitude makes the difference between reactively putting out fires and systematically unburdening the manager.
In conclusion
A good personal assistant is not a luxury, but a strategic investment. The underrated tasks of a personal assistant make a significant difference, especially at a time when leaders make numerous decisions every day, manage complex agendas and constantly switch between different stakeholders. It is time to revalue this function and fully recognise its versatility.
Organisations that see their personal assistants as fully-fledged professionals and with responsibility, influence and insight will not only be able to operate more effectively, but also create a stronger working environment.
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