How to manage working with an executive overseas

If your Executive travels a lot you might find you spend more time dealing with them in a different time zone than in the same office. This can make communication tricky, and requires you to come up with a few ways of communicating effectively. Here are three tips:

1) Make your written writing exceptionally clear - Specify your subject more often than not, as words like 'it', 'they' and 'that' make it hard to keep up with which thought or idea you're commenting on. Also, try splitting all your emails into sections so your Executive can deal with each topic separately.

2) Dedicate a time you'll talk each day - While this will be dictated by their calendar to some extent, scheduling in time to talk discourages a flurry of short emails while ensuring you can ask about the small things as well.

3) Create processes - If you really are in different countries more often than not, you might find using an online task list helps you keep track of your shared work. Whether you use a dedicated task management system like Trello, or design an excel sheet, you can assign each other tasks, make comments and see where every job is at no matter what time zone you're working in or how busy you both are.

Negotiating a promotion or pay rise

Some people are confident asking for a promotion or pay rise, others shy away from the topic completely. If you're the latter and want to overcome your fear, here are ideas for approaching a conversation with your Executive.

• Identify the training you need to progress: Work out what sorts of skills you don't have that would be useful to your Executive, or that you'd like to gain to become a more effective EA. Ask other people in your organisation or business to teach you some of the skills you're interested in learning so you can prove that you're capable of improving your skill set. This way you can present some ideas you'd like their support for.

• Create a list of reasons you should get a pay rise: Create a list of all the extra things you do, the additional knowledge you have or the skills you've acquired since your current pay was awarded and use it as your reason for asking for a rise. Find out how much your Executive values these types of skills.

• Ask what they want: Why not start the conversation with how your Executive would like you to develop? Ask if they see you dropping certain tasks, adding to your workload or adjusting your responsibilities - which might give you a natural opportunity to ask what level of remuneration would be attached.

How to represent your Executive at a meeting

Even if it's just on the phone or by hosting visitors, as an EA much of your role is about representing your Executive. You'll need to be professional, knowledgeable and efficient. Remember that you're there to represent their opinions and views - not necessarily your own.

It always pays to meet with your Executive beforehand to understand what they want to achieve and what action they want to encourage. Also find out what they're willing to take on as a result of the meeting, so you don't accidently commit them to something they don't want to be involved with.

Always make sure you know who you're meeting with or hosting. Chances are you'll have organised the event so you'll be familiar with names, but check you know which company they're from or any specific agendas they have for the meeting too.

Finally, brush up on the topic. You can't be expected to know everything your Executive does, but you'll make both of you look more professional if you can talk knowledgeably about your industry and area of responsibility.

Using positive thinking in the office

A positive mental attitude can help you focus on your goals, learn new skills and feel fulfilled at work. However, staying positive when you're under pressure isn't always easy. Try these tactics next time you need a pick me up.

• Use positive language - Simply changing the way you explain or think about something can improve your mood - try 'can' rather than 'might', for example.

• Listen to positive music - Music can often affect our mood so pick something cheerful that makes you smile.

• Be positive towards others - Positivity feeds off positivity, so by being an enthusiastic colleague you'll encourage your team members to cheer up too.

• Take positive action - Whether it be carving out time for a daily walk or a coffee from your favourite cafe, prioritise at least one action that'll make you happy each day.

Helping your Executive's workplace wellbeing

Your Executive needs to stay on schedule and get through as much as possible. However, they also need time to take a break, eat their lunch and collect their thoughts. As an EA, your role is vital in ensuring they can do this, and maintain their workplace wellbeing. But how can you help?

1) Know what your Executive can handle

Everyone has different energy levels and mental stimulation limits. Find out how long your Executive can go without a break, what length of meeting they like, how often they need a coffee or a walk outside to work at their best.

2) Find out what commitments they have outside of work

It's important that your Executive has a life outside work. So ask them which days they run, swim, go to tennis or do other activities so you can ensure you don't schedule meetings that encroach on their interests.

3) Consider a calendar routine

To help your Executive hit the ground running every day, you could specify certain times of day for different tasks. Perhaps allow them an hour each morning to check their calendar and deal with emails and adhoc requests. You can then schedule two hours for organised meetings, followed by focused strategic time in the afternoon. That way they won't waste energy just trying to keep up with where they're supposed to be next.

4) Block time for breaks

As well as blocking time for specific tasks, schedule time for breaks. Absolutely include time for lunch, but try and give them at least 10 minutes every hour or two to grab some refreshments or just get up and move. This'll help them maintain concentration and focus throughout their meetings.

Giving negative effective feedback

As an EA you may directly manage other administrators or have to pass on feedback on behalf of your Executive. Make sure your feedback is effective by keeping these tips in mind.

1) Ensure the person understands how to improve

Where your feedback is about a problem, make sure you communicate the kind of improvement you'd like as well as what isn't satisfactory. Your colleague may be doing the task the only way they know how.

2) Explain the reason for your feedback

Rather than just suggesting something is done differently, explain what impact the change could have. Perhaps it would save you or your Executive time, or enable additional work to be carried out more effectively.

3) Be objective and not too personal

Avoid focusing entirely on the actions of the person involved. Talk about the process or procedures used and how they could be improved for best effect. This takes the onus off what your colleague did wrong and instead focuses on the new actions you want to see.

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