Being a great PA requires a specific combination of skills and qualities. You’re usually the right hand person to the CEO, which means you’re playing a vital role in running the company!
Here are 6 top tips to help you excel in the role of PA…
1. Keep on track
Organisation is your best friend; you need to be able to keep on top of multiple tasks, schedules, and deadlines.
Knowing exactly when the business owner is available and scheduling accordingly is a must, and having knowledge of the latest software can make this easier and simpler.
Many administrative tasks which can be automated, saving you time and resource, so having the skills to integrate useful software into your daily tasks will set you apart as a great PA.
2. Pay attention to detail
You should have a sharp eye for detail, and be able to notice and correct errors before they become problems. If you don’t have a naturally sharp eye, then double, triple and quadruple checking is a must!
However, even the best personal assistants make mistakes. Yet when a mistake is made, a great personal assistant informs all parties straight away, and then puts the necessary steps in place to make sure a similar mistake does not happen again. It’s also important to take this as a learning opportunity – what could you do to make sure this doesn’t happen again?
3. Communicate effectively
Being an excellent communicator, both verbally and in writing, is a skill that can be learnt. As a PA, you should be able to convey information clearly and concisely, and be able to listen actively to your employer’s needs and preferences.
Great assistants ask pertinent questions, and they interpret body language. They truly seek to understand their task, their role, and their responsibility, and seek out ways to make their employer’s life easier.
4. Be adaptable
Adapting to changing circumstances is a fantastic skill to have, and having the ability to deal with unexpected situations and remain calm under pressure will help you stay prepared.
Always have a way to make notes, whether that is pen to paper or an electronic note-taking device. This helps you do your job more efficiently, and ensures you’re always ready to absorb information and stay on top of the finer details.
5. On time is too late
Exceptional time management and the ability to prioritise tasks will come into play on a daily basis as a PA.
When you have great time management, you generally have more time to play around with. Planning and organising your time efficiently allows you to find solutions to problems, without having to wing it. It is true that you should also be resourceful and be able to think on your feet, but with a high level of time management, you will have the time to discover the best solution to a problem.
6. Be polite and direct
Having the best interpersonal skills possible will allow you to navigate social interactions better. As a PA, you need to be able to work well with others – including your suppliers, clients and their customers. Having a friendly and direct approach gets the work done and resolves problems as soon as they arise.
To be a great personal assistant, you should also take the time to understand your clients needs and preferences, anticipate them and provide proactive support. Be willing to go above and beyond your job description and take on additional responsibilities as needed. Lastly, it’s important to be positive, professional, and approachable at all times.
To see how Virtual Administration could benefit your business, simply get in touch today – we’d love to walk you through your options.
