Executive assistants coordinate administrative procedures, public relations, research and analysis for members of legislative assemblies, government ministers, deputy ministers, corporate executives, committees and boards of directors. They are employed in governments, private corporations and associations.
Corporations are using executive assistants far less than they once did because of the current need to cut down on staff. However, executive assistants still play a valuable role assisting members of the federal and provincial parliaments and senior managers within the government.
As an executive assistant, you support your employer's activities. Your duties vary widely depending on your own experience and expertise, and the responsibilities and specific interests of your employer.
Executive assistants are a source of information and advice. You ensure that the information your boss receives is timely, accurate, and relevant. You review incoming mail and prepare outgoing correspondence. You must read through and analyse incoming memoranda, submissions and reports quickly. You also coordinate the preparation, production and submission of summary reports on a range of issues of importance to your boss.
As executive assistant, you often decide who gets to see your employer. You set up meetings and prepare the agenda. You may also find yourself meeting with officials, private individuals, or special interest groups to explore issues, and assess and recommend various courses of action. If you are at a senior level, you establish, coordinate and modify administrative policies and procedures for your employer's office.
Executive assistants may start working for lower level managers or junior members of legislative assemblies and work their way up to positions with deputy ministers and ministers.
Essentially, you need to be available when your employer is available. As senior managers and members tend to work long hours, you will also be expected to work long hours, evenings and weekends. Executive assistants are paid annual salaries.
You do the leg work for your employer, so you need to be outgoing, affable and able to work well with others. The key to success in your job is understanding human nature and how to obtain cooperation.
You should be articulate and possess good writing and editing skills. It's fascinating, high pressured and time consuming work. To do a good job, you must be conscientious, flexible and committed.
You need to be trustworthy and loyal, but you also hae to be able to think for yourself, providing your employer with additional insights on any issue. You also need to be assertive. Because many people may want to meet with your employer, you hae to be able to say no.
Employers look for people who have a real interest nd knowledge of the area in which they are applying to work. For example, if you are applying for work as an assistant to a member of parliament, you should have a good knowledge of current Canadian and international events, and a familiarity with Parliamentary procedures. Involvement in political activities would also be an asset.