Onboarding a New Executive

Let’s talk about Onboarding a New Executive—a task that can be challenging but is also an opportunity for us, as Assistants, to showcase our skills and add real value. Onboarding a New Executive requires careful planning, clear communication, and a proactive mindset. In this article, we’ll explore Diana Brandl’s 10-point strategy plan for Onboarding a New Executive, offering practical tips and insights to help you get it right.

1. Establish a Connection from the Start

The first step in Onboarding a New Executive is to build a connection. As soon as you have their contact information, send them a welcoming email. Congratulate them on their new role and let them know how excited the team is to work with them. Suggest a phone call to kick off the onboarding process—it’s a great way to start building rapport. And don’t forget, LinkedIn can be a helpful tool to connect professionally.

2. Ask the Right Questions

When you have that initial call, focus on asking the right questions to understand their preferences and working style. What’s their meeting style? Do they prefer an open-door policy? How do they like their mail handled? Understanding these details early on is key to setting the tone for a smooth onboarding experience for your Executive.

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.

    3. Personal Requirements

    Onboarding a New Executive also means understanding their personal needs. Ask for emergency contact details, dietary preferences, or any specific requirements they might have, such as managing household staff or coordinating personal appointments. These details will make it easier for you to provide seamless support.

    4. Prepare an Information Package

    We’ve all been there—starting a new role and feeling overwhelmed. Help your Executive avoid this by preparing a comprehensive information package. Include things like organizational charts, job descriptions, key company policies, and financial overviews. This package will be an essential guide for them as they settle in.

    5. Stakeholders and Meetings

    Start planning meetings based on their preferences. Work with their direct reports to set up key introductions and prioritize high-level meetings. Regular check-ins with your Executive are crucial, so make sure to align these with their expectations. This is a big part of successfully Onboarding a New Executive.

    6. Facilitate Socialization

    Joining a new company can feel isolating, so make it your mission to help your Executive connect with the team. Introduce them to everyone, from the leadership team to the front desk staff. Arrange lunch meetings or informal coffee chats to help them build relationships. Networking is such a vital part of Onboarding a New Executive.

    7. Involve Relevant Departments

    We can’t do it all ourselves—and we don’t have to! Involve other departments to handle specific tasks. For example, delegate IT setup to the tech team and HR paperwork to the HR department. Collaboration is key to making Onboarding a New Executive a team effort.

    8. Ensure a Smooth Day One

    First impressions matter, and your Executive’s first day is no exception. Ensure their office is spotless and fully stocked with the supplies they need. A small welcome gift, like flowers or a personalized card, can go a long way. Take them on an office tour and introduce them to key team members. It’s all about making them feel supported from day one.

    9. Share Your Knowledge

    Once the onboarding process is complete, share what you’ve learned. Your insights can help other Assistants and HR teams improve their processes. Whether it’s templates, feedback, or best practices, your experience is invaluable when it comes to Onboarding a New Executive.

    10. Relax and Celebrate Success

    Finally, give yourself credit for a job well done. Onboarding a New Executive is a big project, and you’ve shown leadership and expertise. Take a moment to reflect on what you’ve achieved and celebrate your success. You’ve made a difference—not just for your Executive but for the whole team.

    Ready to level up? Join our Managing Up Accelerator Online Course today. Together, we’ll build the skills to excel and support our Executives like never before. Let’s do this!

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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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