31 things you can ask your executive assistant to do

By Bonnie Low-Kramen for SmartCeo 

“Can I really ask my executive assistant to do that?”

CEOs, executives and managers all over the world have asked me that question. The short answer is, yes. The slightly longer answer is that unless your company policy expressly forbids it, most EAs are ready, willing and able to do almost anything. Here’s the caveat. It’s all good as long as:

1. It’s not illegal.
2. The responsibility or task has been agreed upon as an expectation. In other words, ask first and have a conversation. To ask first is respectful. To not ask is seen as disrespectful and a set-up for failure. Trust me, asking makes all the difference.

Why is there confusion? Because the role of the EA has changed dramatically over the past decade, with special emphasis on the post-2008 financial meltdown, when the workplace was thrown into the air like a deck of cards at certain companies.

When things settled down after all the downsizing and layoffs, a “new normal” emerged. The landscape is now populated with EAs who are functioning as middle managers and, in the best relationships, as strategic business partners to their execs. These EAs are highly skilled organizers, schedulers, gift buyers, and party and event planners.

The economic situation also gave birth to the hybrid position of EA/PA (Executive Assistant/Personal Assistant), which is how I functioned for 25 years for the late Oscar-winning actress Olympia Dukakis. On any given day, the business tasks and personal tasks could swing wildly, but it was not an issue. The given in these roles is that the EA/PA does whatever it takes to get the job done.

In 2015, the 24/7 demands on CEOs require a right-hand EA who can seamlessly format a proposal and organize the annual retreat, but also sit in on a C-level meeting to offer valuable feedback on logistics for an upcoming board meeting.

By the time I left the position with Olympia Dukakis in 2011 to begin my own training company, my job description was seven pages long and included everything in the list below. The great news is that you can expect the same from your assistant.

Important note: Like most things, you get what you pay for. If you want a highly skilled, experienced assistant who is on call 24/7, handles business and personal matters for you and your family, can travel, and happily responds at night and on the weekends, she will be earning $100K+. Salaries are highest in New York City and Silicon Valley, where the range goes from $125K-$300K. Less experienced assistants earn $75K+.

Tasks you can expect assistants to perform with ease:

1.  Organize business and personal travel for you and your family
2. Travel with you on certain occasions and/or go in advance for set-up
3. Handle bills and/or coordinate with bookkeeper
4. Address and mail cards, letters and packages
5. Buy business and personal gifts
6. Run personal errands and schedule household repairs/renovations
7. Update your contact manager (or CRM database)
8. Open, organize, forward, handle, shred, discuss and handle snail mail, including RSVPs of invitations
9. Screen your email and handle low- to mid-level responses
10. Draft emails for higher-level responses
11. Handle phone calls and function as gatekeeper
12. Update blogs, websites and social media accounts (dependent on skills)
13. Organize and manage filing system, both paper-based and cloud-based
14. Take dictation (either live or via recordings)
15. Maintain a shared calendar to aid in streamlined communications
16. Set up business and personal appointments – phone and in-person
17. Handle the logistics for appointments – set up car, organize directions, provide supporting materials
18. Conduct daily cleanup of office, including restocking (functioning as an office manager)
19. Take notes at key meetings and follow up with attendees on key deliverables
20. Keep an updated master chart/list/spreadsheet of projects, deadlines and set reminders
21. Maintain electronic reminders and records for birthdays, anniversaries, holidays and other important dates
22. Coordinate online purchases and handle any product returns or service issues
23. Notarize documents
24. Review contracts as another set of informed eyes
25. Attend meetings in your stead
26. Liaise with lawyer, banker, realtor, vendors, family, friends
27. Organize closets
28. Maintain inventories
29. Help with children and pets (ask first!)
30. Research
31. At various times, function as a fashion stylist, florist, psychologist, etc. etc.