HEA
Los Angeles, CA
Female, 0
High-Level Assistant to Chairmen & CEOs of Fortune 100 Companies & Hollywood Executive Producers. Ask me anything! "Like" my answers, especially if you submitted the question so I know you read it! :D Thx!
Believe it or not, while some EAs do hold tremendous power, because travel is a very expensive and uncomfortable aspect of business, many executives or companies are very specific on what is or isn't allowed and which airlines they will or won't fly. Unlike catering or gifts where the EA has a lot of decision-making power, travel is usually dictated by the powers that be. Most large companies have in house travel department or a pre-approved vendor and agency list. Smaller companies are so poor they use Expedia, Kayak, or Southwest Airlines. For event planning needs, the EA, admin assts, HR, and Facilties and Operations usually chip in and help. Large companies have depts dedicated solely to event planning and they only hire vendors for red carpet, lighting, catering, and furniture. You will have a bit more luck if you truly have a niche company with helicopter or private jet rentals since there is less competition. It's best to reach out to the EA, CEO, and the travel or vendor dept. What I can share with you is why and how I choose my vendors and which ones make a great impression. 1) Make my life easier. Business happens at an ungodly fast and slow rate. Decisions needed to be made 2 weeks ago and I'm scrambling for an answer, a decision, approval, and the money. There is also never just 1 plan, there are at least three or five. It's hard for vendors to make exceptions and to hang in there, but when they do, I love them. It's not uncommon for you to get a deposit, then the full amount at the event or even after the event. Or maybe you go the extra step. For example, maybe if I needed car service, but my boss needs his morning coffee, you'll have the drive get the coffee at Starbucks for us first before pick up and charge us for it so my boss doesn't have to go in and wait in line. Sure, you're a travel company, but helping out in little ways makes all the difference. 2) Personalize the experience. Realize anyone that uses your services is a connection to more business. Or anytime you are out and about a party, everyone there is a potential client. I once went to a new restaurant and got such impeccable service it was almost weird. The host greeted us by name and asked for everyone else's first names too. The GM of the place was summoned and shook hands with each individual. They took my coat and folded it neatly. They came to check on us a lot. The strange part is, I was not there for a business mtg at all, but they did that with all of their customers. And as an event planner and EA myself, I will remember that venue. It was obvious they wanted to give that "Cheers" feeling where everyone knows your name. You can offer to take out potential clients to lunch so you can give your sales pitch then or offer to come in for a mtg to their office. 3) Offer an introductory free samples or a great discount. A lot of the times when we don't choose a vendor it's for outer lying reasons like the vendor is too far, it's not the right theme, we have too many people or too few people. Price does matter too, but for us to even consider a vendor we usually want to find someone that serves our immediate needs. We also keep a list of vendors we always want to use or consider for the right party, event, or meeting. This is why you should give free samples or a great discount and keep in touch with clients at least once a year via a personal email. For a travel and event company, perhaps you can offer the highest priced service or menu at the 2nd highest pricing level instead. Or drop off an assortment of desserts that you would serve at a party that would feed 10 people so all the decision makers could try it. This will help you get your foot in the door and be on people's minds once the right event comes along. 4) Make your company searchable. 9 times out of 10, whenever I need to take care of task, the first thing I do is Google it, look for it on Yelp, or look on LinkedIn. Then I call and email every vendor. The first who gets back to me and who is the nicest, most timely, reliable, and reasonable will be my first choice. It's very shocking when I reach out to a company and NEVER hear back, even if I try again. Other times I will get a response 2 weeks later when my event is already over. Timing is everything. 5) Don't just seek out EAs. Travel and event planning is handled by admin assistants, dept assistants, coordinators, project managers, production assistants, producers, production coordinators, wives, estate managers, nannies, personal assistants, husbands, managers, directors, executive producers, and associate producers. At every company, there are probably a few people you could reach out to. Cast a wider net! "Like" my answers, especially if you submitted the question so I know you read it! :D My own blog can be found at musingsofahighlevelexecutiveassistant.blogspot.com/
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Borclans asked a related question on 5/9/12 so you may want to see that one as well. The answer really depends on what kind of executive you want to be. While some do start out on the assistant track or in the mailroom, you have to be superb to make it thru the ranks. You can pay your dues by starting out as an assistant, but the surest way to your dream career is to do exactly what you want now, on your own dime and on your own time. The best ones create their own luck WHILE holding down a full time job. The most successful of the Hollywood elite - whether CEOs, Network Executives, Film Directors, or Executive Producers - carved their territory early on, made their mark while relatively young, and/or went rogue and truly did their own thing and started their own projects because that's what they do for fun. It is ingrained in them. And where they end up is really just a natural trajectory of where they began. If you ever read Malcolm Gladwell's Outliers you'll see the concept of 10,000 hours reflected everywhere and Hollywood is no exception. 10,000 hours of precise, goal-oriented practice equals about ten years of working at one's craft whether it be business strategy and vision, visual and creative storytelling, or finding a great team of people to work with that compensate your weaknesses. You have to really really want it and breathe it and you can't imagine yourself doing anything else. You will die trying. You will be extremely committed to your career. You will not accept no for an answer. You will be constantly learning and growing within your craft and always feel thisclose to succeeding. That's when you know you are doing something right. Hollywood is filled with a million others wanting the same dream you have, it's filled with rejection and patience and people just as smart and creative as you. It's filled with people who are trust fund babies or who have great connections. Hollywood has no safe routes or guaranteed ladders to climb. It's true, a lot of agents start out in the mailroom. If you want to be an agent become great at meeting people and connecting groups of people to projects. Know how to network and be helpful. The best become partners in their own firm or the CEO. SOME studio executives or filmmakers have the assistant background. But the most successful studio executives went to great schools, had brilliant mentors, and amazing internships. They often come from a business/mergers background or in writing/publishing and probably got a graduate degree/MBA and joined a company on the lower rungs of management or mid-level of their craft right out of the gate. That all counts toward their 10,000 hours of preparation. Great filmmakers had buzz while in college, entered contests and garnered attention locally, perhaps even online. Again, they took the time to master their craft to satisfy their own curiosity and passion. The reality is, anyone with enough drive will just be happy CREATING along the way and the icing on the cake is the Oscar, becoming Chairmen/CEO, or signing a great deal. Many successful people come from humble beginnings and this is why the overnight success and being discovered is so coveted, unbelievable, YET believable. Whether you are 20, 30, or 40, if you start on your 10,000 hours today, you'll be further ahead than a great majority. Like Nike says, JUST DO IT.
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I've never really had a boss that was messing up so bad I had to cover for them. Part of it is because I wouldn't let it get that bad. Believe it or not, the assistant manages the boss - his time, his schedule, his to do list, and about 90% of his life. Even before too much time had passed, I'd reach out to someone and say we haven't forgotten about them. On the off chance my boss did mess up, when someone is so high-ranking, they are truly that busy and it's not that they forgot, they just didn't have the chance to address it yet. It's a good rule to never throw your boss under the bus. If they make a horrible mistake, apologize profusely, ask that person to always go thru you to reach your boss, and say something like: Wow! I'm really surprised he didn't take care of it! It's so unlike him and I'm not quite sure what happened. I will definitely look into it and I will get back to you by the end of the day/week.
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What a great question! For a first timer, here are some things I suggest you try. 1) Focus your resume on your skills/talents vs the job title/chronology. You want to highlight how similar your skill set is to what they are seeking. Whatever bullet points and items they list that you do well, lift those sentences verbatim from the job description and put them in your resume. 2) Temp while you look for a job so you can say you have executive or admin assistant experience and within entertainment. Call every single temping agency in town. Most major companies also have one on site already. 3) Ready my blog to make sure you want to work in entertainment and for an executive. There's nothing quite like it out there! 4) Try to network or search online for that job posting on other sites or thru other people. Sometimes you can figure out which company it is and tailor your cover letter and resume or find the HR or hiring manager's email address online. 5) Be prepared to take tests. Sometimes companies will give you tests on Word, Excel, Grammar, Listening, Logic, etc. There are about 10 different types of tests out there. 6) The largest obstacle you will face is the catch 22. You need experience to get the job, but you need the job to get the experience. Aim for entry level work where you only need 1-3 years of experience. 7) Get on LinkedIn and make sure you have an online presence that is professional. It will help you brand and sell yourself better and network! "Like" my answers, especially if you submitted the question so I know you read it! :D This is my blog: musingsofahighlevelexecutiveassistant.blogspot.com/
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Private Detective
Can I be a successful P.I. if I'm hardworking but don't have any connections in law enforcement or politics?
CBP Officer
Why are so many customs officers huge jerks?
Bar Mitzvah DJ
What's the craziest thing you've seen at a bar mitzvah?
How about from here? http://nuts.com/chocolatessweets/chocolate-covered-espresso-beans/decaf.html http://nuts.com/search?q=Chocolate+Covered+Espresso+Beans
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I have a BA from a state university where I majored in Broadcasting. Believe it or not, some assistant jobs actually prefer you have an Ivy League degree even if they ask for a career assistant or to promote them up the chain. As to whether I feel overqualified for what I do... It might help to give a little background. When I was a teenager, I was already working part time jobs on-air or had clients who were 30-50 years older with very advanced degrees. Before I graduated college, I also did a lot of internships alongside well-respected people in the industry or at well-known companies. When I entered the workforce, my resume was already pretty lengthy so I didn't have to start from the very bottom. Over the years, I've been steadily promoted in regular intervals and given more responsibility so my career actually hasn't stagnated. Within a few years, I was being headhunted consistently by Fortune companies ranked in the top 50 since I had started my career working at Fortune-ranked companies. At times, it's not that I felt overqualified, but assistant/admin work to a degree is the same skill set utilized repeatedly without creativity injected. At the heart of it, you are organizing someone's day and business life. (Most other jobs revolve around a product or an idea in marketing, advertising, software, or what have you, that is constantly changing.) The daily grind can get quite repetitive with no end in sight at times. On the very worst day when boredom would set in from so much repetition, I wondered if I was actually killing brain cells and getting dumber. For an assistant who isn't rising in the ranks, or anyone who does have a degree, I think the perception is being an assistant is too beneath them. Why go to college if you will just be an assistant? The stigma of being an assistant coupled with the role being largely undervalued and under appreciated adds to that thought. I think anyone should have a degree if you can afford it without going into too much debt over it. Regardless of what you major in, if you can say you have a degree from a 4-year university it says a lot about your character. You can juggle studying, you can follow thru on a goal, you most likely work part time while having a social life, it means you're committed and invested in yourself. People can also show these qualities in other ways without going to school like starting a small business, etc. A BA will only improve your chances of finding work because the standard for getting a BA is the same everywhere. Everyone knows what is required to get one and how long 4 years is. This is why anyone who works at Trader Joe's must have a degree, it demonstrates a higher set of skills, thinking, and attitude. Studies have stated that the assistant is the most powerful person in the office because they are the gatekeeper and run the office. Because it can be a very behind-the-scenes role with "minor" duties that seem easy or unimpressive, it's often misunderstood that anyone can just come in to do the job. Finding the right assistant, that's outstanding, and one who is happy to be there is really really hard to find. There are only so many personality types or people that will thrive in this sort of environment. The very detailed, little tasks that assistants manage don't seem like much because 80% of the work is preparation, 10% of the work is while the event is happening, and 10% of the work occurs afterward. Most people only see 10% of what you do, until you take a step back and look at the bigger picture. You're running an executive's life, you're saving him time, effort, money, energy, stress, and you're keeping him sane. He trusts you with his life and reputation. You're a mini-me, a clone, and help him run a multi-million or billion dollar dept or company. Without you he would be lost. The best attitude to have while being in an assistant role is to realize you are among some of the best and brightest minds of your company. It's an inside look on how decisions are made, companies are run, and how to sharpen your soft skills. I love my career which is why I've been doing it for so long.
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I can't really think of anything outlandish that was asked of me as I had pretty reasonable bosses. Keep in mind one's job description is also "no task is too big or too small." I also have a different attitude than most people toward "menial tasks." My view is whenever I am assigned less than interesting tasks, it just means my brain gets a break and I am getting WAY OVERPAID for the task I am doing, which is great! :) Here are a wide variety of duties I had to do over the years that fell under the small percentage of personal assisting or odd tasks related to my role. -Xerox offspring's college application -Book spa appoint for spouse -Remind spouse of appointment & call back in 15 min when they were to leave the house -1x/week go grocery shopping & launder a set of towels for executive kitchen & bathroom -Cut off 500 tags from stuffed animals that were gifts -Research hotels and storage places for family vacation or family move -Get $300 in cash at the bank in certain denominations -Stuff thousands of envelopes for invitations -Drive a few blocks to get frozen yogurt -Drive my boss to the auto mechanic
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