Don’t miss the chance to gain valuable insights into mastering 1:1 meetings, building rapport with your Executive, and tackling common challenges head-on with the How Assistants can impress their Executive worksheet.
Get Comfortable with Video
Video calls are here to stay, so use them to your advantage. Opt for video over audio when possible to maintain a presence. Dress professionally, ensure good lighting and sound quality, and create a distraction-free background. Invest in good video equipment if needed—it’s worth it.
Also, consider making short video updates on projects for your executive or team. Tools like Loom allow you to record quick instructional videos, which can help clarify processes and increase your visibility. One Assistant I know used video tutorials to guide her team on shared processes, elevating her presence and adding value.
Define and Communicate Your Value
Now is a great time to clarify your role. List out all your formal and informal responsibilities, and identify skills you bring to your role. This exercise reinforces your value and highlights areas where you might take on new responsibilities. Organizations’ needs have evolved—skills that were critical in 2020 might not be as necessary today, so assess how you can adapt and expand.
Consider these questions:
What are your organization’s and executive’s current priorities?
Adjust your focus to align with these priorities, especially if your responsibilities have changed over time.
What tasks or skills might no longer be relevant?
For example, if travel planning has reduced, what can you take on instead, like digital communication support or managing virtual events?
Where can you re-skill or upskill?
Investing in skills like virtual event management or advanced communication tools can be valuable. Take this time to prepare for changes in your executive’s routine, like resuming business travel, and think of ways to add value.
Assistants possess key soft skills that can help their organizations thrive, particularly in times of change. Reflect on how you demonstrate these attributes, which are crucial in a remote setting:
Identify how you can use these strengths to support your executive and connect with others in your organization.
Meeting and schedule management remains central to an Assistant’s role. This is especially true in a remote setting, where fragmented meeting times can create challenges for productivity.
High Standards Are Back
The initial pandemic grace period has faded, and performance expectations have returned. Managing your executive’s calendar remotely is crucial for maintaining productivity and ensuring that their time is focused on high-impact tasks.
Over-Communicate to Stay Connected
Regular touchpoints with your executive, team, and other departments are essential. Schedule standing meetings or weekly check-ins to stay informed and ensure that information flows smoothly across the organization.
Create Space in Their Schedule
Help your executive prioritize by finding areas where you can reduce their time in meetings. Take on meeting prep or attend in their place where possible, freeing up time for strategic work.
Consider Personal Factors
Work-from-home life often includes balancing personal commitments, so consider your executive’s home life when scheduling. They may need extra breaks or time to handle personal matters, so work to balance their calendar with these needs in mind.
Prioritize Focused Time Over Fragmented Time
Avoid filling every gap in your executive’s day with meetings. Instead, block off time for focused work, using time-blocking techniques to ensure they have uninterrupted periods for deep focus.
Speak Up About Your Contributions
During remote work, it’s more important than ever to “toot your own horn.” Share your achievements in relation to organizational goals. Document and report the results of your work, demonstrating how it aligns with broader objectives.
Think strategically about your role. Instead of trying to do it all, identify key areas where you can add unique value to your organization.
Ask Yourself:
In a remote environment, being the go-to person for answers is incredibly valuable. People are grateful for those who can bridge gaps and provide solutions quickly.
Working remotely has challenges, and everyone experiences stress differently. Practice empathy, especially if your executive is leaving you out of meetings or not responding promptly. Understand that people are still adjusting to new pressures and expectations. Lead with compassion, and stay proactive about offering help and solutions.
To stay in the loop, engage with your colleagues on the platforms they use, whether it’s Slack, Salesforce, or project management tools like Trello or Smartsheets. This gives you insight into their work and helps you stay informed about what’s happening across your organization. Your visibility on these platforms also reinforces your role as a connected, integral part of the team.
Step In When Your Executive Can’t Be There
Your executive can’t attend every meeting—nor should they. Offer to participate on their behalf, take notes, and keep them informed of key points. Volunteering to step in for your executive increases your visibility and reinforces your support for their priorities.
To stay visible and in the loop, make your executive your partner in this process. Clearly communicate any challenges you’re facing with staying informed and suggest solutions. If you’re losing touch, bring it to their attention and request their support in implementing changes. Approach this proactively, not as a complaint, but as a solution-oriented conversation.
Final Thoughts
Staying visible and connected while working remotely is achievable with strategic planning, consistent communication, and proactive engagement. These approaches will keep you in the loop, strengthen your relationship with your executive, and demonstrate your value. Visibility isn’t just about showing up; it’s about showing impact, staying adaptable, and leading with empathy.
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