'Like a swan: calm on top, paddling rapidly underneath'
That is one of the best analogies I've heard when it comes to describing the complexities of the EA role, and funnily it was used quite a few times by the presenters last week at Intrepid Mind's annual EA Congress in Sydney. With a great line up of EA's and professional facilitators, there was so much to takeaway from each of the sessions on the agenda. Although probably not intentional, the conference had a heavy theme than ran throughout it on the importance of perception, presence and credibility as an EA. Three things that are very close to my heart, as I have always preached that the level of respect you receive as an assistant will always be in line with the level of executive presence you exude. If you want to be treated like a senior EA, then act like one. As human beings, we will always make judgements on others based on how they present themselves. You need to be bought in an instant, your credibility is everything in this role. With that in mind, I've listed below some of the key points I noted at the conference that really highlighted for me the importance of perception, presence and integrity in the EA role:
1) Self examine yourself
Think about how others actually perceive you. The way you dress, the way you hold yourself, the way you speak, the quality of work you produce. Are you doing the best job you possibly can? How does it look when you come in late, or leave early, for example? And what message does it give to others when sit at your desk all day with your headphones in? Look at yourself through your colleague's eyes - are you being the best EA you can be? Think about the areas where you could improve, make a list, and work out how you'll counter them.
2) Keeping your integrity
We've all been asked something before where we don't know the answer. But if you don’t know the answer, don’t admit to it. Your integrity is what’s at stake here – take a note and let them know you'll get back to them. Its not always about having all the answers, its about having all the right questions to ask to ensure you give them the best answer. The key here though is actually keeping your word and getting back to them. If you say you are going to do something, then do it.
3) Managing your emotions
When things get crazy, and those little legs of yours are paddling frantically underneath the water, its essential to remain calm on the surface. But it's easier said than done. Take a walk or a breather to get it together and return only once calmness has been restored. You don't want to be known as the EA that cries or explodes when it all gets too much - go and do it somewhere else, but never at your desk or in the company of your colleagues! There are many strategies you can adopt to help manage your emotions and your stress, but the idea here is to be proactive in managing your emotions, not reactive. Try practising meditation or mindfulness to ensure you are balanced and centred, and ensure you do something positive and gracious for yourself and other people every day - it will fill your brain with enough dopamine to be able to deal with the constant 'threats' that get thrown at us on a daily basis and set us up to be able to cope with them a lot better.
4) Your body language
Think about how you carry yourself. When you interact with other people they are constantly reviewing you - how you stand, how you speak, what you do and what you say. All of these things contribute to your credibility, and when you don’t have credibility it can create a distraction, meaning you don't get heard. For example, how hard is it to concentrate on someone when they're talking to you and they've got food in their teeth?! You don't hear a word they're saying right? But this isn't about making sure you don't have food in your teeth (that's a whole other subject!), its about controlling your body language. It's the same when speaking with someone and your biting your nails, or twirling your hair around your finger, these distraction take away from being heard. Also consider other essential body language characteristics that will shape your credibility - like always keeping eye contact and not looking at the ground; not entering other people's personal space; not having your arms crossed or having your hands on hips; and staying centred and steady when you talk. Always be confident, be present, and be you.
5) Your language
Have you ever referred to yourself as 'just an EA'? Well don't! There is nothing 'just' about what we do! Watch your language and stay away from disempowering and minimising language like this. Phrases like 'I'm no good at that', or 'I'm not sure I can do that' lack confidence. Your words become their thoughts, remember that. Similarly, stay clear of hedging language, and words like 'maybe' which sit you on the fence and deem you as being indirect. Always be direct, especially with those that are demanding of your time/skills. You can say no, but nicely and with respect. Don't apologize for your inabilities, or seek permission from others unnecessarily - you know what I mean here - these are the phrases we all so often use, like 'I'm sorry, do you mind if I.....?' or 'Is it ok if I....?'. More than anything else it just drives other people crazy! Lastly, always listen, something that is essential in our role - if you don't listen, you won't be able to deliver.
6) Your voice
Similar to language, think about your voice and how you use it. Is your voice too nervous? Too low? Too high perhaps? Are you a quiet talker? Or an up talker (when your voice raises up at the end of the sentence, which is often misinterpreted as a question)? Create more confidence in your voice, be more commanding, talk down and without inflection to ensure you are always taken seriously.
7) Your attitude
Being an EA is a profession, not just a job, and the attitudes of all EAs need to match that mentality. Choose your attitude everyday, and choose to do it with a smile. We are here to help, so be a facilitator, not a gatekeeper. Seek feedback from your colleagues where it voluntarily isn't given out, and consider doing a 360 degree feedback survey to get holistic view of your attitude and they way you perform. You might be very surprised how others perceive you.
8) Have the smarts
If you feel like you are seriously flying by the seat of your pants in your role and just don't feel educated enough with what you are doing then speak up and get the training you need. Don’t be afraid to ask. Alternatively get a buddy to help you where you have downfalls (i.e in excel or reporting). Make a list of go to people to help you with the areas where you need assistance. You need to be invaluable to your Executive, you need to be the ‘go to’ person - so if you feel you are not that person, or not invaluable to them, then do what's necessary to make yourself that person.
9) Attention to detail
What's your quality of work like? Do you proof read everything that comes your way? Handing things to your Exec with mistakes reflects on you. Make your boss’ job easier by giving them things that are clean and correct the first time. Are you reliable in this respect? Aim to always get it right the first time.
10) Leadership and management
Leadership and management are integral parts of our roles. No longer are we considered the admin
support, we are managers and leaders- managers of our Executives and leaders in our own right. We are no longer restricted by our positions, the only restrictions are from our own mindset. "No one can make you feel inferior without your consent" (Eleanor Roosevelt). A quote that is so very true and it goes back to my point earlier - if you want to be treated with respect and seniority, it has to come from within. We need to very mindful of the way we speak of ourselves and the image we portray. If you want to be a leader, then act like one.
The power is with you to improve your executive presence and your perception to others. Change your mindset to one that is willing to learn and grow to be a stronger EA. Challenge yourself to be a better and more gracious swan on top, with stronger and more efficient legs underneath that will efficiently and effectively get the job done.
Next year Intrepid Minds will host their annual EA Congress again in August in Melbourne, and this time yours truly will be there to present! As I've mentioned before, I highly encourage you to have those conversations with your boss on the value and importance of investing in training and conferences for yourself and your fellow company EA's. Whether you're new to your role or been doing it for years, the motivation and inspiration conferences and workshops like this bring is awesome, and is something that we need every year to ensure we are striving to be the best 'swan's' we can be.
