Musings of a High-Level Executive Assistant

JULY 20, 2015

Here are 10 random tips I’ve culled over the years on how to be a better assistant. This will likely cut down on a lot of basic questions like the what the fax number is or your boss’ parking spot number. Use your cell phone alarm Chances are, you use your calendar to remind you about meetings and any important events.

Calendars 40

Calendars Fax Phones Email 40

Stephanie LH Calahan

JANUARY 7, 2011

January 20, 2011 2:00 PM CST (12:00 PM PST- 1:00 PM  MT- 3:00 PM EST) For 60 Minutes Learn how to battle the top time-stealers and take control of your office once-and-for-all with expert advice from productivity consultant and coach Stephanie LH Calahan Mark Your Calendar and Sign Up Today!

Interviewing 100

Interviewing 2011 Networking Calendars 100

Professional Assistant Blog

AUGUST 28, 2008

Since Outlook only allows for one time zone to be added to the persons calendar , this makes it a little difficult. How to Organize Tasks Effectively How to Deal with Inconsiderate Co-Workers Resizing Pictures in Microsoft Word 4 Ways to Cope with Difficult Colleagues Administrative Procedures Manual - Does Your Department Need One?

Microsoft Outlook 100

Microsoft Outlook Time Zones 2008 Cubicle 100

Stephanie LH Calahan

DECEMBER 20, 2010

  You may have categories like, phone calls, finances, networking, paper work, or creative activities. Try This Instead Favorite Planning/Calendar Tool - Readers Speak Out You Can Make a Difference in YOUR Productivity in 7 Minutes!   Then pick the items that are similar and group them together. 

Networking 100

Networking Phones Fax Management 100

Stephanie LH Calahan

AUGUST 16, 2010

  One of his frustrations was figuring out how to balance all of the important tasks that he had on his plate.   One of his frustrations was figuring out how to balance all of the important tasks that he had on his plate. Productive & Organized Home Contribute to P&O! Archive Network with Steph Is This You?

Management 100

Management Twitter Networking Fax 100

Stephanie LH Calahan

DECEMBER 13, 2010

Decide now what you would like to accomplish in the next year, then plan some uninterrupted time in your calendar to work toward these goals.   [Steph Says: Check out these posts if you want more on how to avoid interruptions. family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665

2011 100

2011 Filing Networking Phones 100

Stephanie LH Calahan

MARCH 10, 2010

He knows how to eliminate frustration, lack of progress, and that downward spiral into overwhelm. He can show you how to make it a thing of the past, once and for all. You will discover how to get more done in less time without anxiety and frustration.   (FTC note: we do not make any money off of the sale of his book.) 

Gifts 100

Gifts Goals Calendars Networking 100

Stephanie LH Calahan

SEPTEMBER 8, 2010

Work With Stephanie « Favorite Planning/Calendar Tool - Readers Speak Out | Main | Can You Define Social Media Clutter? " » "Clean up the Clutter on Your Facebook Newsfeed" » "How to Waste Time and Lose Money Networking" » "Automated Delegation - Good or Bad? It depends on how you implement."

Twitter 100

Twitter Social Media Facebook Networking 100

Laughing all the Way to Work

SEPTEMBER 20, 2009

Telemarketing is my number one annoyance in advertising and as soon as I answer the phone and get that few seconds of dead air, that is my queue to hang up. Fax Blasts I remember someone from my IAAP Chapter asked me to fax the notice of our Chapter dinner to a list of about 60 companies to promote it. Oh, I agree.

Fax 100

Fax Time Zones IAAP 2009 100

Stephanie LH Calahan

FEBRUARY 25, 2011

Look Ahead I have found that in order to save time, the last thing I do at night is to "look ahead" By look ahead, I mean that I check my calendar and tickler file for what I have scheduled tomorrow. Network with Stephanie or Connect with Your Smart Phone Become a Fan Follow this blog Categories News & Updates!

Dropbox 100

Dropbox Filing Networking Fax 100

The Office Professionals Place

AUGUST 13, 2009

A good office professional must be able to greet clients, answer phones, and interact pleasantly, politely, and cordially. McKay and Davis to find out the different listening barriers and how to overcome them. Look into purchasing an all-in-one fax, printer, and copier. Good Communication Skills This goes without saying.

IAAP 100

IAAP Filing Administrative Professionals Skills 100

Stephanie LH Calahan

MARCH 12, 2010

  Rather than having sticky notes all over your desk for things you want to get done, put the tasks on your calendar.    Make sure that as you schedule the activity (appointment on the phone, outside of the office or task you want to get done, etc) with enough time to come to a stopping point. 

Networking 100

Networking Email Phones Filing 100

Stephanie LH Calahan

MARCH 5, 2010

T hen I just review each night for the next day to make sure I am on task - I take my daily to-dos from my master and I schedule my to-do mistycb   @ StephCalahan using iPhone apps:etodo,calendar & www.hassleme.co.uk/ deusami   @ StephCalahan Trying out a moleskin plan. Notes from all areas of life in the front.

Management 100

Management Agenda Calendars Twitter 100

Stephanie LH Calahan

DECEMBER 30, 2010

How do you intend to build the business? If you are not sure how to answer these questions, begin by writing down what you don’t want!   Consider how you will feel.    For ideas on how to get started building your reference system, see effective physical "finding" system.   Write it out. 

Filing 100

Filing AT&T Networking Phones 100

Stephanie LH Calahan

DECEMBER 10, 2010

As ideas fall into place by category, I can begin to see how to prioritize and keep track of items daily. Use the notebook for everything you want to keep track of: to do lists, grocery lists, client meetings, phone calls, dreams and goals. Utilize your calendar to schedule tasks. In the calendar. Grocery shopping?

AT&T 100

AT&T Calendars Social Media Stress 100

Administrative Arts

AUGUST 16, 2010

Answering Phones and Screening Calls. Managing Calendars. This includes clearing jams from copy and fax machines; ordering toner, ink and other supplies; and being the contact person for machine repairs. How To Really Be on Top of Things as an Administrative Assistant. Generalized Administrative Assistant Duties.

Fax 40

Fax PowerPoint Filing Meeting Minutes 40

Stephanie LH Calahan

JANUARY 3, 2011

  Also, when you come across papers that are date driven, make sure to add an entry to your calendar/planner to remind you to do things.    It is important to learn how to manage your time effectively and get organized so that you can focus on the most important things in your life.    Avoid backlog. 

Filing 100

Filing Medical Finance Health 100

Laughing all the Way to Work

APRIL 27, 2009

I remember throughout the first week that I was there, when I asked a question on how to do something, someone would say, "its in the manual, did you not read it?" I think people forget how overwhelming everything can be when you start a new job. I basically know how to answer the phones and take messages.

Time Zones 100

Time Zones IAAP 2009 Administrative Professionals 100

Laughing all the Way to Work

OCTOBER 11, 2009

I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? In my experience I have found that providing administrative support is whatever is needed to support your boss and make the office function efficiently. Minute taking made easier. 411 Look Up 411.ca

Time Zones 100

Time Zones IAAP 2009 International 100

Men With Pens

JUNE 13, 2010

Dean: I start out with a little housecleaning, meaning I answer emails, approve blog comments, and check my calendar for meetings or tasks for the day. Of course, there are the phone calls and urgent emails from clients I have to field. Sending copy by fax or FedEx. Spending half the day on the phone. Digital all the way.

2010 40

2010 Interviewing AT&T Phones 40