Executive assistants play a pivotal role in the success of executives and organizations. You are the backbone of the business, providing crucial administrative, logistical, and communication support.
However, time and time again I´ve seen the difficulties many of you face when searching for a new role. Whether it´s due to lowering salaries, the immense rise of virtual assistants, the inflexibility of some companies to incorporate working from home, or a combination of the above, navigating the job market for a role commensurate with your experience and skills can seem like an impossible task.
So, to make sure that you´re spending your time in the most effective way possible in your mission to land your dream role, it's essential to adopt a strategic approach that encompasses planning, preparation, and proactive action. This comprehensive 9-step guide will help anyone of you seeking new opportunities, incorporating a checklist of essential steps to help you when you decide to embark upon the next stage of your career.
1. Define Your Career Goals and Preferences
Before beginning, take some time to reflect on your career aspirations and preferences. What do you ultimately envision for your career as an EA? Do you aspire to specialize in a particular industry, manage a larger team, or pursue a specific leadership position? Once you have a clear understanding of your long-term goals, you can align your job search efforts with your desired trajectory. Reverse engineer the steps you need to take to achieve your desired result.
Additionally, consider how you prefer to work. Some people love the intimacy and flexibility that comes with a small start up, other prefer the structure and defined requirements of a larger, more established organisation. Do you thrive in a fast-paced, dynamic environment or a more structured, organized setting? Do you prefer collaborating closely with others or working independently? Understanding your ideal work environment will help you identify companies and roles that align with your preferences.
2. Define How You Want Your Working-Day to Look
Since the pandemic, the landscape of when and where to work has shifted irrevocably.
Do you want to work fully remotely, do you prefer being in the office or do you prefer a mixture of the two? Figure out which one works for you and concentrate your efforts on jobs that either currently fit those requirements, or may offer them in the future. There are pros and cons to each, and it´s worth remembering that whilst fully remote work may open up more opportunities geographically, it also opens up a substantially larger group of competition for the role.
3. Research and Identify Target Companies
Identifying potential employers is crucial for a successful job search. Start by exploring industries and company types that align with your career goals and preferences. Consider companies that are leaders in your chosen industry or offer opportunities that match your interests.
Once you have a list of potential companies, delve deeper into their profiles. Visit their websites, review their social media presence, and analyze their recent press releases. Gain insights into their company culture, values, and recent developments to assess whether they align with your professional aspirations. Reach out to your wider network to get feedback on what working life is like within those organisations, or look on places like Glassdoor to get a real feel for what you can expect.
4. Craft a Compelling Resume and Cover Letter
Your resume and cover letter are your first impressions on potential employers. Take the time to craft well-written documents that showcase your skills, experiences, and accomplishments. The reality now is that more often than not, especially for larger organisations, your application will go through an AI process to filter out those that they don´t believe fit their requirements. Play them at their own game, go to you preferred AI tool (ChatGPT, Bard) and put in your CV and the job specification, and ask it to tailor your resume and cover letter to fit. Make sure to highlight the most relevant aspects of your background that align with the specific requirements of the position.
Quantify your achievements whenever possible to provide concrete examples of your impact and capabilities and be specific wherever you can. For instance, instead of simply stating "managed a team of 10 administrative assistants," mention that you "increased team productivity by 15% by implementing new workflow processes."
Your cover letter serves as an opportunity to personalize your application and convey your enthusiasm for the role and the company. Demonstrate your understanding of the company's mission and values, and articulate how your skills and experiences can contribute to their success. Express your passion for the industry and your eagerness to learn and grow within the organization.
5. Build a Strong Online Presence
Your online presence is equally as important as your resume and cover letter when looking for your next Executive Assistant job. Ensure that your LinkedIn profile is up-to-date, informative, and visually appealing. Highlight your skills, experiences, and accomplishments, and tailor your profile to showcase your suitability for executive assistant roles.
Be aware of how you present yourself online, as both companies and customers can, and do, look at your social media. Make sure that any platforms that you use personally stay private. Your friends may love that picture of you drinking a pitcher of margaritas at the summer party, but a future employer may be less impressed. It´s not about living your life as though you´re constantly being watched, it´s about being smart about what you do and do not share. Use social media strategically to network with industry professionals, stay informed about industry trends, and showcase your expertise. Engage with relevant groups and forums, share informative articles and insights, and connect with individuals who can contribute to your career growth.
6. Leverage Your Network and Professional Connections
Your professional network can be a valuable asset in your job search. Reach out to former colleagues, mentors, and industry contacts to inform them of your career aspirations. Seek their advice on potential opportunities, recommendations for relevant companies, and insights into the industry landscape.
Attend industry events and conferences to network with professionals in your field. Build relationships, exchange ideas, and potentially discover new job openings that match your skills and experience.
7. Utilize Online Job Boards and Resources
Leverage popular job boards like Indeed, LinkedIn, Glassdoor, and Monster to regularly search for executive assistant positions. Reach out to recruiters. They can get a bad rap, but the reality is that if you find a good one they´re worth their weight in gold.
Again, speak to colleagues to see if they have any recommendations and try to find someone who is a specialist in the field. There are various different agencies that specialise in recruitment for Executive Assistants, so search for the ones in your area and go in and speak to them. They have a wealth of knowledge that can give you a clear indication of what might be available and whether your expectations are in line with the current market.
8. Prepare for Interviews with Confidence
Securing an interview is always an exciting step, but it's crucial to prepare thoroughly to make a strong impression. Practice answering common interview questions, including those related to your skills, experiences, and motivations.
Research the company extensively to understand their mission, values, products or services, and recent developments. And don´t forget to prepare questions that you want to ask.
It´s all too easy to forget that an interview goes both ways and you need to find out if you like them just as much as the other way around. The role of EA is such a specific one, that at the very least you need to get an idea of what the expectations of your specific executives are going to be. Ask about the previous EA´s, ask about training within the company, role progression etc etc.
The last thing you want is to find out 3 months into a role that its just not a fit.
9. Continuously Upskill and Stay Updated
The profession is constantly evolving, requiring you to stay abreast of new technologies, trends, and methodologies.
Continuously upskilling and enhancing your knowledge will demonstrate your commitment to professional growth and make you a more valuable asset to potential employers.
So, enroll in relevant courses or certifications to expand your skillset in areas such as time management, project management, communication strategies, and industry-specific software applications. There are tons of both free and paid for courses and certifications that can help you keep your skills up to date, so use them wherever you can, especially if you know that your ideal company uses them.
Stay informed about industry trends and technologies by reading industry publications, attending webinars, and participating in online forums.
There´s always a lot to think about when looking for a new job, and hopefully this checklist goes some way towards helping you prepare to manoeuvre your next steps, but remember there is no one perfect candidate, nor is there one perfect job (you just have to go on some forums to see that!)
So, if there´s a role that you want, even if you don´t think you´re perfectly qualified, it´s always worth making the application. After all, you miss all the shots you don´t take.
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