This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Andrea Kömöcz, IMA Norway on 23rd September 2024.

As EAs, we build bridges, not just across departments, but across time zones and cultures. 

Working as an Executive Assistant in a global company comes with its own set of challenges—especially when supporting teams and executives spread across different locations and cultures. 

As EAs, we often work behind the scenes to keep everything running smoothly, but when your colleagues are on the other side of the world, communication can be challenging. Time zone differences, cultural nuances, and even language barriers can make it feel like you’re disconnected or that your work isn’t fully recognized. 

How do we bridge this gap? 

It starts with acknowledging that while we might work independently, we’re part of a larger global team. 

We can drive the standardization of certain processes to create consistency across teams, while also leaving room for flexibility based on regional differences. For instance, using common tools for scheduling and project management can streamline communication, but it’s equally important to respect local customs and ways of working. 

Another key aspect is proactive communication. 

We know how vital it is to stay connected, but in a virtual environment, this often means going the extra mile. Whether it's a follow-up email, a quick check-in with colleagues, or setting up virtual coffee chats, these small efforts help ensure we remain aligned and integrated with the broader team, no matter where they are. 

At the end of the day, it’s about making sure we feel valued and visible, even from afar. 

As EAs, we have the power to shape this dynamic by fostering strong communication channels and building bridges across departments, regions, and cultures.  

 

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This article is penned by Andrea Kömöcz, Management Support at Equinor and member of IMA Norway. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

 

 

 

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Eleni Rizikianou, IMA Greece on 17th September 2024.

If there is one fixed factor in life, it is change. There is no doubt that everything is shifting constantly. So, it’s not about how to adapt when things change; it’s about being an evolving human being, contemporary of your time, who monitors and follows the developments of your environment. 

The truth is that change is hard for everyone. For many years, the need for stability was the overriding concern. Companies picked their employees based on their education or references and trained them to stay for life. However, in our time, driven by technology, science, remote working, diversity, etc., change evolves beyond traditional boundaries. People are embracing continuous learning, shifting their careers even in older ages, and moving from one position to another, from one company to another, from one country to another. And they do so fearlessly or, at least, daring to face their fears head-on. 

Our role as assistants is once again crucial for ensuring smooth operations and supporting leadership. Now it’s more about the mindset than skills. You can always learn new skills if you have an open mindset, know who you are, what you can and can’t do, and take accountability for that. Our managers require bold associates who practice management and leadership in their lives as well as within the companies. 

So, when it comes to change, we need to let go of our inherent caution and negativity and embrace understanding what and why things are changing, and how it’s going to get done. Once the current situation stops serving the current needs, we will change again, as our purpose in life is to meet our needs in the best way possible. 

 

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This article is penned by Eleni Rizikianou, Administration Manager at Mentor Surveyors, Valuers, Engineers and member of IMA Greece.  

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

 

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Gina Theofilidou, IMA Greece  on 10th September 2024.

Historically, assistants handled access to executives and handled administrative tasks, but today they assist with decision-making by gathering, organizing, and presenting data. 

It is imperative that executives obtain timely, accurate, and actionable insights in order to make informed decisions. As we live in an age of information overload, where the sheer amount of data can overwhelm even the most seasoned leaders, such a transformation is critical. 

Assistants can leverage data in several key ways: 

• Act as Critical Filters: 
  Assistants can sift through various streams of information - emails, reports, project updates, industry news - identifying what’s most important for their executives. This selective curation saves time and ensures that decisions are based on up-to-date information. 

• Create Structured Reports and Dashboards: 
  By using tools like Excel, data visualization software, and CRM systems, assistants can compile data into clear reports and dashboards. These visuals help track and highlight critical areas for attention. 

• Place Data in the Context of Business Strategy: 
  Due to their close working relationship with leaders and managers, assistants can provide valuable context to the data they curate. This allows them to frame information within the company’s goals and challenges, making it more actionable and relevant to decision-making. 

Benefits of working with Data-Driven Assistants 

• When assistants provide accurate and timely data, CEOs may make more informed and data-driven decisions. 

• Automation and data analysis can simplify procedures, saving time and resources. 

• Data-driven insights can help identify and address challenges more effectively. 

• By using data to identify patterns and opportunities, assistants may help organizations acquire a competitive advantage. 

In today's data-driven businesses, assistants have the potential to become invaluable assets to their organizations.  So, as an assistant, are you ready to step into the role of an information curator and help shape the future of your organization’s success? 

What strategies have helped you become an indispensable information curator? Share your thoughts and experiences in the comments! 

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This article is penned by Gina Theofilidou at Your Distance Assistance and member of IMA Greece. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

 

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Andrea Kömöcz, IMA Norway  on 27th August 2024.

Management assistants and EAs are often praised for their ability to multitask. In fact, job descriptions frequently highlight multitasking as a key skill, suggesting that the ideal candidate must excel at handling multiple tasks simultaneously. 

Imagine this: You’re on a Teams call, trying to follow an important discussion. At the same time, your inbox is overflowing, so you start replying to an urgent email. As you’re typing, a Teams chat message pops up that needs your attention, and you quickly glance at your calendar to confirm your next meeting. You’re multitasking like a pro, right? 

This scenario is common. While multitasking might feel like we’re achieving more by handling multiple tasks at once, research indicates that this split attention can actually decrease our productivity and increase stress. 

So, the question worth asking is: Is this celebrated skill truly helping us, or is it quietly wearing us down? 

Research shows that: 

• Multitasking leads to a “switch cost,” which can significantly disrupt our efficiency. Each time we shift our attention from one task to another, it takes our brain time to catch up, reducing the quality of our work. 

• The burden of multitasking isn’t just mental; it’s physical too. It can lead to elevated stress levels, higher blood pressure, and a faster heart rate, which over time may weaken our immune system. 

• Studies have shown that the human brain has a limited amount of cognitive resources. When we attempt to do several things at once, we spread these resources too thin, leading to errors and burnout. 

So, next time you’re tempted to multitask, ask yourself: Is this really the best way to get things done? Because sometimes, the real superpower lies in giving one thing your full attention. 

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This article is penned by Andrea Kömöcz, Management Support at Equinor and member of IMA Norway. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by  Gina Theofilidou, Member IMA Greece on 6th August 2024.

One of the most critical aspects of this role is managing ethical considerations and confidentiality. From my experience as a personal assistant, particularly during an acquisition, I have seen firsthand how essential these principles are. 

Ethical behavior and confidentiality are cornerstones in the assistant role and more about than following a set of rules; it involves embodying honesty, transparency, and respect even when faced with difficult choices. 

Here are key things to consider: 

• Safeguarding personal and proprietary information from unauthorized access. 

• Knowing what information should remain confidential. 

• Upholding non-disclosure agreements and internal policies is not only a legal obligation but a fundamental ethical practice. 

It is important to build a culture of trust. How you do that: 

• By clear communication where confidentiality and ethical behavior are prioritized. 

• By continuous education, meaning staying informed about best practices in data protection and ethical practices. 

• By using the supportive policies of the organization like clear guidelines and systems that empower you to uphold ethical standards and confidentiality. 

As the business world continues to evolve, the emphasis on these principles will only grow, reinforcing the indispensable value of ethical and confidential conduct in the assistant role. 

My Pro Tips: 

• Always use secure methods for sharing sensitive information. Encrypted emails and secure messaging apps. 

• Participate in regular training sessions on data protection and ethical practices to stay updated on the latest standards and regulations. 

• Create a clear protocol for handling confidential information. This should include guidelines on document storage, access controls, and procedures for reporting breaches. 

 

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This article is penned by Gina Theofilidou at Your Distance Assistance and member of IMA Greece. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

This article is part of a series of articles published on our LinkedIn account by guest writers. Today's article is written by Paola Castagno, IMA Spain on 20th August 2024.

In today’s digital landscape, cybersecurity isn’t just a tech issue—it’s a business imperative. Executive Assistants, in particular, play a vital role in this, as they often handle some of the most confidential company information. Whether it's financial data, private emails, or strategic plans, the information in your hands is valuable and vulnerable. That's why understanding and practicing good cybersecurity measures is essential for us. 

The Cyber Threats You Need to Know About 

Being aware of the different types of cyber threats is the first step in protecting your organization: 

• Phishing: You’ve likely seen this—a convincing email or message that looks like it’s from someone you trust, asking for sensitive information. It’s one of the most common attacks, and it can be hard to spot. 

• Malware and Ransomware: Imagine losing access to all your critical documents because of a malicious software attack. That’s what malware and ransomware do, making it crucial to keep your systems protected. 

• Social Engineering: Sometimes, the threat comes from someone pretending to be a colleague or authority figure to trick you into giving up confidential information. It’s not just about tech; it’s about being cautious and verifying requests. 

• Data Breaches: Weak passwords or lack of encryption can lead to unauthorized access to sensitive information, causing massive security breaches. 

Consider this: You receive an email that looks like it’s from your CFO, asking for sensitive employee data under the guise of a routine audit. It seems legit, so you comply—only to realize later it was a scam. This kind of breach could expose personal information and damage trust across the organization. 

AI-Driven Cyber Threats: A New Challenge 

We’re now seeing cyberattacks that use artificial intelligence to make scams even more convincing: 

• Deepfake Voice Impersonation: Imagine receiving a voicemail that sounds just like your CEO, but it's AI-generated. Always verify calls from unusual numbers, especially if the request seems off. 

• AI-Generated Emails: AI can now mimic an executive’s writing style to create emails that seem legitimate but are designed to steal money or information. It’s more important than ever to double-check unexpected requests. 

How to Protect Your Organization: Practical Cybersecurity Tips 

Here are some straightforward practices you can adopt to help safeguard your company’s sensitive information: 

• Stay Educated: Keep up with the latest cyber threats and ensure you’re trained to spot them. Regular cybersecurity training isn’t just helpful—it’s necessary. 

• Use Strong Passwords: It sounds basic, but using unique, strong passwords for different accounts and enabling two-factor authentication (2FA) can make a big difference. 

• Protect Sensitive Data: Encrypt important documents and use secure platforms for sharing information. Follow your company’s policies on how to handle sensitive data to keep it safe. 

• Control Access: Make sure that only authorized people can access certain information. Have clear policies about using personal and mobile devices for work. 

• Use Security Tools: Ensure you have antivirus, firewalls, and secure document management platforms in place. And don’t forget to regularly back up your data and have a recovery plan ready. 

Cybersecurity Policies: Why They Matter 

Having clear, well-communicated cybersecurity policies is essential. As an executive assistant, you should be well-versed in these policies and help ensure they’re followed. Regular reviews and audits of security practices can help identify weak spots and make your organization more resilient. 

In Summary: A Shared Responsibility 

Cybersecurity isn’t just the IT department’s job—it’s something we all need to be concerned about, especially those of us handling critical information. By staying informed and following best practices, you can play a crucial role in keeping your organization's data safe. 

I encourage all executive assistants to make cybersecurity a priority. Keep yourself updated on the latest threats, and don’t hesitate to promote a culture of security within your team. Small, proactive steps can make a big difference in protecting sensitive information. 

If you’re interested in learning more, consider taking online courses, reading specialized blogs, or attending seminars on cybersecurity. Let’s work together to keep our digital spaces secure and our organizations strong! 

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This article is written by Paola Castagno, senior EA and member of IMA Spain. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

 Blog from Trafo Baden

Continue to unlock the Secrets to Events with our A-Z Series on Event Planning.

In this edition, we explore the essential role of Internal Comms (Event Team) and how it can make or break your event's success. Discover practical tips for keeping your team aligned, using real-time communication tools, and ensuring smooth operations before, during, and after the event. Learn how effective internal communication within your Event Team can lead to flawless execution and a great experience for your attendees.

Read blogpost here

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by  Eva Finseth, Chair IMA Norway.

I heard him speaking quickly in English with an Italian accent, trying to decipher what he was saying. I was totally lost.

As a PA and Business Management Coordinator, I was in my first management meeting, taking minutes in my new job. It didn’t help that he was using jargon and abbreviations I had never heard before. In fact, I didn’t know much about the industry I had just started working in. Adding language barriers and cultural differences into the mix didn’t exactly help. Have you ever experienced the same?

Many believe working as a PA/EA is something you can do anywhere because the tasks are the same. But is that really true?

Can you jump into a new role like that and work as if nothing has changed? Maybe if you’re an accountant, that might be the case - you don't necessarily need to know about the industry to do your job. But in today's world, I wouldn’t say an EA can perform effectively without first understanding the industry. How can we help our leader(s) without that knowledge? I can’t write good minutes without knowing what I’m writing about. I can’t help decide what is important for my boss until I understand why it is important.

To be able to do that, I need to learn about the industry I’m working in, the market, the stakeholders, the customers, trends, and finances. It’s no longer just about coordinating travel or handling typical secretarial tasks. It’s so much more!

Right now, I am working hard to immerse myself in learning about the industry. As I begin to understand the discussions in meetings, my confidence grows. I can anticipate my boss’s needs, provide valuable insights, and even suggest strategies that are appreciated by the team. I become more than just an assistant; I become a trusted partner in the business.

This transformation doesn’t happen overnight. It requires a lot of effort, curiosity, and dedication. I’m trying to read industry reports, attend webinars, and network with industry professionals. The more I learn, the more I realize how critical knowledge is in our profession.

As EA/PAs, we have a unique position that allows us to be the linchpin between various departments and leaders. We can bring immense value to our organizations by being proactive, knowledgeable, and strategic. Our roles have evolved from being mere administrative support to being integral parts of the leadership team.

It’s time we take pride in our roles and push for the recognition we deserve. We are not just assistants; we are essential to the smooth operation and success of our companies. So, let’s embrace this evolution and continue to strive for excellence.

Have you faced similar challenges in your role as a PA/EA?

How did you overcome them, and what steps did you take to elevate your position within your organization?

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Today's article is penned by Eva Finseth, Personal Assistant at Stack Infrastructure and chair of IMA Norway.

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author.

This article is part of a series of articles published on our LinkedIn account by guest writers. Today's article was written by Julia Schmidt, Executive Assistant and member of IMA Norway. 

I am constantly seeking new opportunities to learn and expand my skill set. To be effective in my role as an Executive Support Professional, I need to stay ahead of the game. 

New skills take work; they require dedicated time, effort, and investment. In pursuing reskilling, relearning, and preparing to work alongside emerging technologies, we must acknowledge that the learning journey will be challenging, disruptive, and rewarding. So, how can you wisely create a skill-learning strategy that ensures you are ready for both the present and the future of work?   

In my experience, half of my skill and knowledge development comes from on-the-job experiences, combined with a strong determination and the ability to allocate time specifically for learning. I often set aside dedicated time slots in my calendar for skills development, in the same way as I can find "impossible" available time slots in my manager's calendar when necessary. Creating time in our own busy schedules often requires sacrificing, condensing or delegating other tasks.  

I recall when I decided to improve my Spanish language skills many years ago. I adjusted my daily habits, going to bed earlier and waking up at five o'clock every morning for three months. This 60-minute daily extra time in my routine earned me high proficiency in Spanish and a certification which later led to me obtaining my first permanent long-term job in Norway. 

More recently, when I sought to enhance my technology skills, I enrolled in a Prompt Engineering course online. To complete the course on time, I studied for 90 minutes each weekday evening and dedicated four hours on weekends. After three weeks, I had a new certification and skill added to my portfolio.   

We all know that time is perishable: what we lose, we can't regain. But time can also be flexible, if we can manage to adjust our schedules to allocate time for our ambitions. 

If time isn't the obstacle to acquiring new skills, what else could hinder the process? For some of us, it could be procrastination, poor coaching or guidance, a lack of self-motivation, or even incorrect estimation of the actual time required. Additionally, those with young children and significant home responsibilities may find it particularly challenging to balance career up-skilling with their other commitments. All of these obstacles can be overcome.  

So, do you have a burning desire to learn new skills?   

Then take control of your professional growth today. Identify a skill you are passionate about, carve out dedicated time in your schedule, and pursue your learning journey with determination. Remember, the investment you make in yourself now will pay dividends in your future career. 

This article is penned by Julia Schmidt, Executive Assistant and member of IMA Norway. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

Blog from Trafo Baden

Welcome to our A-Z series on event planning, where we're exploring the world of crafting unforgettable experiences for your guests.

Today, let's look into "G" for Guest List and how managing your attendees can truly elevate your business event game.

Read blogpost here