Onboarding and Training a New Executive Assistant

Onboarding and training a new executive assistant are critical processes that set the tone for your working relationship and ultimately impact the productivity and efficiency of your team. Joan Burge, CEO of Office Dynamics International and co-author of The Executive’s Competitive Edge, has long been an advocate for the importance of effective onboarding and training, and her advice is grounded in her decades of experience in the field.

She emphasizes that the process should be viewed not as a mere formality or a box to be checked off, but as an opportunity to set the stage for a fruitful, long-term strategic partnership. When approached properly, this process can set you up for success and growth as a leader in your organization. By taking the time to invest in this process, employers can facilitate a smoother transition, foster a supportive environment, and lay the foundation for a productive and successful working relationship.

As a manager or executive, it is your responsibility to ensure that the onboarding and training process is smooth and effective. In this blog, we will discuss best practices for onboarding and training a new executive assistant.

The Importance of Onboarding and Training

Onboarding and training are not merely about teaching the new executive assistant their job responsibilities. It goes so much deeper than that. It’s also about familiarizing them with the organizational culture and ethos and providing them with the tools they need to be set up for success.

A thoroughly planned onboarding process helps to instill the company’s values and vision in the new recruit, enabling them to seamlessly fit into the team.

Training is a continuous process aimed at skill enhancement, keeping your executive assistant updated with the latest industry practices and trends. In a nutshell, effective onboarding and training are vital in empowering the executive assistant to contribute to the team’s objectives optimally and enact their role with confidence and competence.

The best executive/assistant dynamic is the one where a strategic partnership is created. A well-executed onboarding and training process ensures that your new executive assistant understands their role, aligns with your expectations, and quickly becomes an effective member of your team. This initial period is also crucial for establishing a rapport and building the foundation of a successful long-term partnership.

Onboarding Best Practices

Before we delve into the specific tips on how to effectively onboard and train a new executive assistant, it’s important to understand the backbone of these best practices. This process, while seemingly straightforward, involves a strategic blend of communication, clear setting of expectations, and active involvement. This process should be cultivated carefully and thoughtfully, considering multiple perspectives to create the best, most effective experience.

At the heart of it, successful onboarding and training revolve around creating an environment that fosters mutual understanding and cultivates a sense of belonging. With this in mind, here are some actionable tips to streamline your onboarding process and set your new executive assistant up for success.

• Commit to the Title “Executive Assistant”: The title “Executive Assistant” is more than just a label. It’s a reflection of the significant role these professionals play in supporting executives and contributing to organizational success. By committing to this title, you signal respect for their expertise and the value they bring to your team.
• Make Introductions: Introduce your new executive assistant to the team and key stakeholders. This helps them understand the organizational structure, build relationships, and navigate the corporate landscape effectively.
• Set Clear Expectations: Communicate your expectations regarding tasks, priorities, communication styles, and performance metrics. This clarity helps your assistant align their efforts with your needs and the organization’s goals.
• Provide Essential Tools and Resources: Ensure your new executive assistant has access to all the necessary tools, resources, and information to perform their duties effectively. This may include specific software, databases, calendars, or contact lists. Providing these resources upfront reduces the learning curve and enables the assistant to contribute productively from the outset.
• Offer Ongoing Support and Feedback: Onboarding is not a one-time event. It’s an ongoing process. Regularly touch base with your new executive assistant to provide feedback and address any questions or concerns they may have. This continual support fosters open communication, encourages professional growth, and helps your assistant feel valued and supported.

Training Best Practices

Training is an equally crucial aspect of welcoming a new executive assistant to your team. It is during this stage that your assistant acquires the necessary knowledge and skills to perform their duties effectively. This process can be as complex or as simple as needed, depending on the specific role and responsibilities.

A well-structured and thoughtful training program not only equips your new assistant for success but also conveys your investment in their professional growth. Here are some best practices to ensure your training is effective and sets your assistant up for long-term success.

• Schedule Regular Meetings: Regular meetings during the initial period provide an opportunity for two-way communication. Use these sessions to provide feedback, address queries, and discuss progress. As your assistant becomes more comfortable in their role, these meetings could become less frequent but should remain a regular part of your routine.
• Encourage Questions: Promote an open environment where your assistant feels comfortable asking questions. This not only facilitates learning but also fosters a culture of transparency and continuous improvement.
• Establish a Rhythm: Develop a consistent working rhythm that suits both you and your assistant. This includes finding a balance between scheduled meetings, unscheduled check-ins, and independent work time.
• Be Flexible: Recognize that learning is a process, and it’s normal for your assistant to need time to fully grasp their new role. Be patient, provide constructive feedback, and adjust your approach as needed. Rigidity is your enemy during both the onboarding and ongoing training process.
• Provide Constructive Feedback: Keep in mind that feedback is a powerful tool for growth and improvement. Make sure to provide your assistant with regular, constructive feedback on their performance during their initial training phase. Constructive feedback highlights areas of strength, identifies areas for improvement, and provides clear guidance on how to enhance performance.
• Invest in Continuous Training: Continuous learning is crucial for the growth and development of your executive assistant. This will remain true throughout their career with you and your organization. Invest in their professional development by providing access to relevant training programs, seminars, conferences, and workshops. This not only enhances their skills but also shows your commitment to their professional growth, which can boost morale and job satisfaction. When they grow, so too do you!

The First 90 Days

Consider the first 90 days as a critical period for your new executive assistant. During this time, they will learn about your organization’s systems, culture, and processes, while also developing an understanding of their role’s nuances. They’re also trying to understand you, your preferences, and your goals during this period.

To put it simply: it’s a lot. Provide support and guidance throughout this phase to facilitate a smooth transition. During these initial 90 days, set clear milestones to help your executive assistant gauge their progress and understand your expectations.

Encourage openness and maintain a supportive environment to foster trust, confidence, and a collaborative relationship. This period is not just an adjustment phase for your assistant but also an opportunity for both parties to learn, adapt, and grow together.