Fostering Strong Relationships with Executives

We all know that fostering strong relationships with Executives is at the heart of our roles as Assistants. Behind every successful Executive, there’s often someone like us working in sync with them, making a pivotal contribution to their achievements. Developing a strong working relationship with your Executive isn’t just a career goal—it’s a critical part of how we maximize our potential and contribute to the organization’s success.

Building trust, credibility, and rapport with your Executive is a process, and let’s be honest—it’s not always easy. But it’s something we can achieve with intentional communication, proactive support, and the confidence to step out of our comfort zones. Together, we’ll explore how fostering strong relationships with Executives can elevate our impact, strengthen our partnerships, and ensure we’re seen as indispensable assets to their success.

1:1 Meeting Template for Executives and Assistants

The template you need to maximise the time spent with your Executive.

The 1:1 Meeting Template for Executives and Assistants gives you the steps to ensure that when you have a one-to-one meeting with your Executive, you get through all the work you need to cover and maximise your time together.

    Let’s Talk Open and Honest Conversations

    We know how important open and honest communication is when it comes to fostering strong relationships with Executives. But let’s face it—there’s often a power dynamic in place that can make these conversations feel intimidating. Breaking down that barrier is crucial, and it starts with showing up as a trusted advisor rather than “just” an Assistant.

    We can do this by creating a relationship that’s both respectful and candid. For example:

    • When your Executive suggests an idea you believe could be refined, don’t shy away. Say something like, “I love where you’re going with this—what if we approached it like this to make it even stronger?” This shows respect while offering honest input.
    • Ask thoughtful questions that go beyond tasks, like, “What’s the biggest challenge you’re facing right now, and how can I support you with it?”
    • Most importantly, listen—really listen. Show that you’ve heard them by summarizing their concerns and following up with solutions.

    When we position ourselves as thought partners who truly understand their goals, we lay the foundation for fostering strong relationships with Executives built on trust and open communication.

    Anticipating Needs and Providing Proactive Support

    If there’s one area where we shine as Assistants, it’s this: anticipating needs and being proactive. This is where we add the most value and where fostering strong relationships with Executives really comes to life.

    How do we spot the patterns and trends that let us stay one step ahead?

    • Keep a Journal: Track recurring events, projects, or stress points in your Executive’s calendar. For example, if you know quarterly reviews are always hectic, start preparing templates, reports, or briefing notes well in advance.
    • Notice Their Habits: Does your Executive always ask for a summary before a meeting? Do they prefer certain reports at specific times? By anticipating these needs, we make their day run smoother.
    • Look for Bottlenecks: Are there recurring delays or frustrations in their workflow? Maybe meetings run overtime or emails go unanswered. By suggesting solutions—like time-blocking or setting up automated email replies—we show initiative and foresight.

     

    When we step in before issues arise, we’re not just assisting—we’re actively fostering strong relationships with Executives by demonstrating that we’re invested in their success.

    Highlighting Specific Areas of Support

    Let’s be real—our Executives don’t always know the full extent of what we can do. A big part of fostering strong relationships with Executives is making our unique skills and expertise clear.

    Here’s how we can do that:

    • Speak Up About Your Strengths: If you excel in managing complex schedules, creating processes, or building relationships, share that. For example, “I’ve noticed we spend a lot of time managing follow-ups after meetings. I can create a system to track these so nothing falls through the cracks.”
    • Keep a Win Journal: Document the times you’ve gone above and beyond—like solving a major issue or introducing a process that saved time. Use these examples during check-ins to show how you’ve added value.
    • Offer to Lead Initiatives: Volunteer to take ownership of a project or process. For instance, “I’d love to take the lead on streamlining our onboarding process. Here’s how I think it could work.”

     

    When we actively promote our strengths and contributions, we reinforce our role as indispensable partners in fostering strong relationships with Executives.

    Cultivating a Solutions-Oriented Mindset

    We’ve all been there—our Executive is juggling challenges, and the last thing they need is someone adding to the problem pile. That’s why having a solutions-oriented mindset is a game-changer for fostering strong relationships with Executives.

    How do we do this in practice?

    • Always Present Solutions: When highlighting an issue, bring a solution with it. For example, “We’re running into scheduling conflicts for the upcoming review meetings. I suggest we block off time now and adjust as needed.”
    • Be Resourceful: If you don’t have an immediate answer, show initiative by researching options or consulting colleagues.
    • Think Big Picture: Consider how small fixes can make a big impact. For example, streamlining a reporting process might save your Executive hours each month.

     

    When we approach challenges with solutions instead of problems, we’re proving our ability to think critically and strategically—key traits for fostering strong relationships with Executives.

    Embracing Discomfort and Seeking Growth Opportunities

    We know that stepping out of our comfort zones can be tough, but it’s a must for fostering strong relationships with Executives. Executives value adaptability, and by seeking growth opportunities, we show them we’re not afraid to evolve alongside their needs.

    Here’s how we can embrace discomfort:

    • Take on New Challenges: Volunteer for projects that stretch your skills, like managing a budget or leading a cross-departmental initiative.
    • Upskill: Learn something new that complements your role, like advanced Excel, project management, or even a second language if your Executive works internationally.
    • Ask for Feedback: Regularly check in with your Executive about how you’re doing. It shows you’re committed to growth and continuous improvement.

     

    By showing we’re open to challenges, we reinforce our commitment to fostering strong relationships with Executives and to our own professional development.

    Respecting Boundaries and Demonstrating Reliability

    Let’s talk about reliability—it’s one of the most important traits we bring to the table when fostering strong relationships with Executives. But reliability isn’t just about being on time or meeting deadlines. It’s also about respecting boundaries and protecting their time.

    Here’s how we can do this:

    • Clarify Their Preferences: Ask how they like to communicate and work. “Do you prefer detailed daily updates or a quick weekly recap?” Then adapt to their style.
    • Be the Gatekeeper: Politely decline meeting requests or tasks that don’t align with their priorities. Frame it as protecting their focus: “I think your time is better spent on [priority]. Could we delegate this to someone else?”
    • Always Follow Through: If you commit to a task, deliver it—early, if possible. Consistency builds trust, which is the foundation of fostering strong relationships with Executives.

     

    When we show our Executives that they can rely on us without question, we strengthen our partnership and set ourselves apart as true professionals.

    Bringing It All Together

    As Assistants, Fostering Strong Relationships with Executives is more than just a part of our job—it’s at the core of what we do. By having open and honest conversations, anticipating their needs, showcasing our unique contributions, adopting a solutions-oriented mindset, embracing growth opportunities, and respecting boundaries, we position ourselves as trusted advisors and indispensable partners.

    Fostering strong relationships with Executives is about more than getting the job done—it’s about building trust, creating impact, and empowering both ourselves and our Executives to succeed. Let’s take these strategies and make them our own as we continue to elevate the role of Assistants everywhere. If you’re ready to take your role to the next level and further enhance your ability to build strong, impactful relationships with your Executive, the Strategic Business Partner Online Course is for you. This comprehensive program is designed to empower Assistants to become trusted advisors, develop strategic thinking skills, and make a measurable impact on their organizations.

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    Nicky Christmas

    I'm Nicky, the Founder and CEO of The EA Campus. Let’s continue the conversation over in our communities.

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