The role of personal assistant is vitally important to the success of any business. Today’s PAs are strategic partners rather than traditional secretaries, and as a PA, you’re in a unique position to learn invaluable skills, gather insights and enhance your value for the betterment of your boss, the organisation you work for, and to put it bluntly, to advance your career if you choose to do so in the future. 

Here are our Hour Hands top tips for PAs and EAs so they can deliver maximum value and maximise their own personal value.

1. Embrace technology

When you master cloud-based platforms like Microsoft 365 or Google Workspace, you become the streamline champion – the most proactive PA who keeps on top of their task list, efficiently communicating and managing with internal teams and external partners, and of course, embracing efficiencies. Other useful tech to get to grips with includes project management software – we’re currently using HIVE and Trello to project manage a rebrand and marketing programme, for example, and we’re also fans of HubSpot for managing clients – or you could use automation tools like Zapier to eliminate repetitive tasks. When you’re the most proactive PA – who can even troubleshoot tech issues for your boss – your value will rocket!

2. Learn as much as you can about your industry

Understanding your sector inside-out makes you a valuable strategic resource. We suggest that you subscribe to relevant trade publications, follow industry leaders on LinkedIn, and attend webinars or conferences when possible. You could also talk to your boss and colleagues to learn more about what they’re doing in the sector and why. This industry knowledge will allow you to anticipate needs, spot opportunities, and contribute meaningfully to strategic discussions. It may also help you find a future role in the same sector.

3. Master the art of stakeholder management

PAs are uniquely positioned to build relationships with other senior leaders, and with suppliers, clients and the PAs in other businesses. Building strong connections will help smooth access and resolve issues, if and when it’s needed and generally help make business easier to do. If you can remember personal details about important contacts, such as their preferences, family situations, and communication styles, you’ll become the go-to person with a strong, valuable network.

4. Proactively look for efficiencies 

When you spot inefficiencies in your boss’s workflow or diary and are ready to propose a solution, you will fly! Maybe you could restructure meetings or adjust their timings, or you could redesign a routine report or even automate its production? A quick and easy win is to create templates for common correspondence and streamline the expense process – often the bane of a leader’s life! When you proactively solve problems before they’re identified, you demonstrate valuable strategic thinking and these make great case studies if you need to show when you’ve proactively solved a problem in a future interview situation.

5. Enhance your communication skills

Strong written and verbal communication is crucial. Learn to craft compelling emails, write clear briefing documents, and develop professional reports. Develop your phone manner for dealing with senior stakeholders and international contacts, if applicable. Also develop active listening skills during meetings so you can provide accurate summaries and follow-ups. Clear, confident communication is key in so many situations.

6. Strategically expand your role

If there’s the opportunity, we recommend volunteering for projects beyond traditional PA duties. Pick projects  that align with your career goals, which could include co-ordinating company events, managing social media accounts, supporting HR initiatives, or assisting with business development activities. Each additional responsibility you handle makes you more valuable and harder to replace – or easier to employ! Just ensure you’re genuinely adding value rather than simply taking on extra work.

7. Become financially savvy  

Understanding budgets, financial reports, and business metrics makes you a more strategic partner. Learn to read profit and loss (P&L) statements, understand key performance indicators (KPIs) relevant to your industry, and get comfortable discussing financial matters. When you can spot discrepancies in expense reports or help prepare budget presentations, you move beyond administrative support into more of an EA role. 

The most valuable PAs think strategically, proactively solve problems, and continuously expand their capabilities. By positioning yourself as a trusted adviser rather than just an administrator, you can advance your career advancement and better ensure job security. 

Hour Hands insider top tip

Invest in your professional development. If you don’t already have one, we recommend taking a qualification – you may find some offered at your local college or via a professional body. You can also join professional networks and local PA groups – there’s likely to be one at your local Chamber of Commerce, for example. This will help you stay up to date with trends and legislation, and build your network. 

Next time you need a helping hand – think about Hour Hands

The Hour Hands team is made up of experienced PAs and bookkeepers, so if you have a project where you need a little extra help, or could do with an extra pair of hands in the short (or long) term, why not consider outsourcing to us? We can help with diary management, researching, developing a business plan or organising a team recognition event, for example. 

In fact, we can handle most tasks, giving you time to concentrate on something else. We’re that ‘helping hand’ in your time of need!

If you think that we can help – or if you’d like to simply find out more – do fill in the contact form or give us a call. We’re always on hand and happy to help!