An Introduction

Happy New Year to all our members, partners, exhibitors, trainers and friends across Australia. Welcome to 2015, and our best wishes for what we hope is an incredible year for all.

Looking back in one year from now, what do you think 2015 will be remembered for in your working life? Are you planning to shake it up and try something different, or is education, training and growth in your plans for this year. For many of you, it seems that the new year has certainly ushered in some new plans. In the two weeks from 5th January we have noticed some really major changes in usage of the EAN site. During that 14 day period we had over 4,000 unique views of our Executive Assistant Academy web pages, an increase of almost 200% on the same period last year. Interest in our training and education posts on our social media pages was also up several hundred percent on any previous periods.

At the same time, we have also witnessed an enormous increase in traffic to our free to advertise with job portal, Elite Assistants, indicating that many of you are actively looking for new job opportunities heading into the New Year. But the big question I know all of you will be asking is, whether all that interest in our training and education pages, as well as our job board portal, has translated into actual activity. And the resounding answer to that would be yes. Again, looking at the two weeks from 5th January, a period when we would typically be very quiet, we had three days where we recorded record numbers of education bookings and conference bookings in what we would classify as a typical period of time, i.e. a period outside of the two weeks prior to a conference Early Bird cut-off or outside of an education program cut-off date.

During the same period we also witnessed unprecedented applications for jobs on Elite Assistants. With most jobs receiving over 200 detailed job views, those where we can accurately track applications because they force candidates to apply using the online mechanism received on average over 30 applications which is exceptionally positive. So as you can see, it looks like many of our members and other EAs and PAs across Australia see 2015 as a year to make some changes and, dare we say, to make a difference. Just generally, there seems to be a completely different level of energy, enthusiasm and optimism around early in this year compared to other years. The days of the long Aussie summer where nobody does anything in January seem to be long gone, having been replaced, not by something negative, but rather, it appears, something highly positive. Well at least that’s how we perceive it. We hope we are right but, either way, we still hope that you and yours all have a wonderful year and that we can continue to provide great services and benefits to members that in some way help you to achieve what you are trying to this year. Here's to 2015.

Our 2015 series of conferences kicks off in Sydney in March and this year we are delivering a Masterclass for EAs and PAs focussed around the notion of what it takes to be the best EA and how you can then demonstrate the great value and worth you deliver for your business.

To us, one of the key defining characteristics of a great EA is the benefit and value you deliver for your executive and this is what we will be examining, and indeed celebrating, at the conference.

With a highly focussed, yet enthralling and inspiring, two days of sessions, featuring incredible corporate executive panellists and speakers, sensational EAs and PAs and a host of keynote motivational, inspirational and technical consultants, trainers and coaches, this is going to be our best series of conferences yet. With a program that has clearly already been resonating with the large numbers of EAs and PAs who have already registered in Sydney, we know the outcomes for everyone who attends this conference as it rolls out across Australia will be sensational.

• Improve your strategic focus to ensure that your actions and deeds have the correct prioritisation
• Act and think like a General Manager - emulate them in attitude and breadth of knowledge if not in depth of knowledge
• Emulate the great executives and corporate leaders
• Know what it takes to spot what really matters, what doesn't and, more importantly, what might matter in the future
• Learn why it is important for you to become a facilitator, a corporate barometer, an alliance builder and a tension alleviator
• Make your executive's goals yours and understand their true business imperatives
• Discover Why great EAs are perceived as leaders by all those they work with
• Examine Areas where you can add increased value for your executive
• Executive Office Management - celebrate what it means for EAs and PAs to be taking on the mantle of Manager of their Executive’s Offices
• Challenge historical perceptions and replace them with clearly understood role parameters
• Align your KPIs with those of your executive to ensure unity of purpose and deed
• Remove subjectivity in any assessment of your role and replace it with objectivity
• Learn how to make the rationalisation of your EA and PA roles work for your assistants, for your executives and for your organisation

Now a career in its own right, the role of the EA is vital to the successful functioning of most executive’s offices. This conference will deliver a masterclass for EAs and PAs, assisting them to understand and learn how to be the best they can be and to recognise just where their value lies and how they can focus on that in their role. So don’t miss out, register as soon as possible for your nearest conference in the series.

Executive Assistant Academy

As mentioned in our introduction, interest in our educational and training initiatives has been at an all-time high of late, and it’s not too late for you to get involved with our upcoming programs, be that diplomas, short courses or even conferences. However, if like a lot of other people, you are not quite ready for February program intakes, then please bear in mind that we hope to have our second intake for most programs commencing in August.

Right now the courses that seem to be getting the most interest are as follows:

• Diploma of Executive Office Management
• Advanced Diploma of Executive Office Management
• Art of Minute Taking
• Business Writing Excellence
• Event Planning & Event Management

Others that are starting to show an increased level of interest early in the year include Strategic Planning and Project Management. Without doubt the biggest level of interest however has been in our top two levels of diploma qualifications. These are now even our most in-demand in-house programs, overtaking some of the courses have been running for many years - like Time Management and Business Writing. What sets these programs apart is not just the fact that students walk away with an EAN Diploma in addition to a Nationally Recognised Qualification, it is that they are the only diploma level qualifications in Australia (that we have found) designed purely for EAs and PAs and focussed on what you actually do at different stages in your career.

One point that has been discussed in our Chat Room of late, our diploma qualifications are practical and not just theoretical. We have designed them based on what EAs and PAs actually are being required to know and focus on rather than the theoretical elements of business management that some other courses cover.

As we have said many times before, ongoing workplace based education and training is vital in today’s marketplace. In Australia we haven’t reached the stage where significant numbers of our senior EAs and PAs have tertiary level business degrees, but that is gradually changing with lots more new entrants having these qualifications. But even ignoring this point, the simple fact of how the role has evolved, and is continuing to evolve, should indicate to our members that they need to do what they can to keep up with current demand from executives and their broader businesses.

Elite Assistants has grown and developed a lot since it was first launched. Last year, we made it a free to use service for all advertisers and just a few weeks ago we added to those services with a Premium paid advertiser option - basically a way of enabling advertisers to ensure their adverts always appear ahead of other adverts in searches on the website. In 2014 over 27,000 different individuals visited Elite Assistants, a significant increase on the year before and usage early in 2015 indicates another bumper year on the way. For our members, this is great news because it means more advertisers are being attracted to the site which will ensure more great jobs, thus bringing in even more EAs and PAs to view them, then apply for them... and so on... or at least we hope.

And that is why Elite Assistants has always existed - to help our members and other assistants around Australia access a resource designed for them and run for their benefit, where jobs are easy to find and where the advertisers, at least those we have had time to work with, hopefully might take time to get you a little bit better than on some other sites. But don't forget your company can also benefit from using the site. It's FREE to post basic jobs once you have an account and premium listings, guaranteeing better positing in searches and with stand'out adverts are only $75 plus GST.

If you need to tell them some great stats, mention that we are presently averaging well over 3,000 users per month and recent job adverts have been receiving over 200 detailed views and over 30 applications. All in all, a much better, and significantly cheaper, alternative to Seek we believe.

Recruitment services - The exclusive recruitment portal for Australia's Leading personal and executive assistants

Elite Assistants offers a purely passive service in that we don’t actually provide full recruitment services. Despite this being clearly stated on the website, we still receive dozens of enquiries each week from people looking for assistance in finding positions. We have also received a number of enquiries of late from companies wanting our help in assisting them to find a suitable candidate. This isn’t an area we had ever really considered moving into, however, because of the level of interest we are currently receiving we have been examining it recently. However, rest assured, we will only proceed if we genuinely believe we can add extra value in the process compared to some of the recruiters in the marketplace. Over the years we have heard so many negative comments about the way recruitment businesses operate, in particular in respect to their lack of understanding of what you do and the nature of the relationship EAs and PAs develop with their executives. In that regard we believe we are eminently qualified to add a recruitment service to Elite Assistants but we will just have to keep investigating and see what else we believe we would have to offer.

In the meantime however, we would love to hear your thoughts and comments on this. Were we to add a recruitment service to Elite Assistants, and not change any of the other services offered on it, given our more detailed knowledgee of your roles and the challenges faced in assistants developing strong working partnerships with their executives, would this benefit you. Let us know your thoughts by emailing jonathan@ExecutiveAssistant.com

The challenges for companies running teams of EAs and PAs is never easy, whether that team comprises 5 or 500 assistants. Designing equitable work packages and consistent position descriptions, KPIs and remuneration and rewards packages, whilst meeting the different needs of different executives, all with different working styles, really isn’t that straightforward. To combat that, many companies are introducing rationalising programs, or one size fits all approaches in the hope of easing their difficulties. We're not great fans of that approach, but one thing we do recognise is that some kind of standardisation is essential. More importantly, however, we believe that consistent training and education is essential that ensures all assistants have the same abilities in assisting their executives to meet their many objectives.

Recently we've been working with a number of different organisations to help them achieve this, albeit in some very different ways.

• Designing a bespoke tailored education package for an organisation to help bridge some clear issues in communication between assistants in different areas of the business and between these and management, as well as developing some specific training around identified needs around events management, finance, corporate planning and project management. The full delivery will also involve an introductory session for management to help standardise some expectations around how executives might better use their assistants in a consistent manner.
• Delivery of in-house diploma sessions. We are now providing this service for a number of different organisations in different industries. Providing more comprehensive programs across different levels for staff with varying degrees of experience, these programs help ensure consistent knowledge and understanding whilst also providing the benefit of recognised qualifications for staff.
• Stop gap sessions with one or two day short course programs and smaller teams to help bridge identified skill shortages or knowledge area shortages. From event management to corporate finance, strategic planning and project management to minute taking, we are delivering different short course in-house programs all across the country, including areas like rural NSW.

If you want to talk with us about any specific training and development needs the EAs and PAs in your organisation might have, to see how we could assist you, please contact Shane Garrott, Manager Education and Training, Executive Assistant Academy on 02 8402 5000 or at shane@executiveassistant.com

Hello EAs! I'm looking for some inspiration! We want to run an ice breaker activity for our EA group of 10 for about 15 - 20 mins.

Hi, I was wondering if anyone can suggest something out of the box for a staff event.

Does anyone have any ideas for a virtual suggestion box that is anonymous?

I am based 600k's away from my executive, with all the area managers, meetings are held twice a month and for me to travel each time is a costly exercise.

I manage two receptionists who job share (Mon-Wed for one and Thu-Fri the other). At the end of each shift, they send an email to the other...

Want to join in the conversation?

Visit our chatrooms today.

How to Access the Member Resources on the Website

After some recent feedback we wanted to give a quick guide on a couple of the most useful member resources on the website. Some members have been struggling to locate the member resources section of the website-the section which lets you access many essential resources. This is where you can access your profile, view templates and guides, use the chat room, view archived articles, see upcoming networking events and much much more.

Putting the 'WOW' into Sydney's West with Novotel Sydney Parramatta - Newly Mega-Refurbished Conference and Event spaces Launched

Meetings and events just got bigger and better in Sydney's west with Novotel Sydney Parramatta last week officially launching the completion of its mega-refurbishment of all 11 multi-purpose conference and event spaces.

Following the accommodation rooms refurbishment last year, this conference refurbishment sees a complete overhaul including installation of new wall panels, carpeting, state of the art AV equipment, banquet tables and furnishings across two levels of conference and event spaces that open into the sunlit atrium. Michael Daviss, General Manager of Novotel Sydney Parramatta said, "The back to bare concrete transformation has been such a success. My team and I have been humbled by the overwhelming positive feedback on the refurbishment, especially the Lennox Ballroom. This new space will deliver the wow back into Parramatta which has been declared to be a city of the future during the recent Parramatta Chamber of Commerce's State of the City Address in this very hotel. The hotel is proud to be a key player in boosting Parramatta and Western Sydney as a destination for events and tourism.

"I look forward to delivering a fantastic new meeting and events product to our loyal client base and new business partners."

Cr Scott Lloyd, Lord Mayor of Parramatta said, "These refurbished conference facilities reflect the growing importance of Parramatta as a business destination. It cements Parramatta's role within Sydney as a viable alternative for business functions. Novotel Sydney Parramatta has also refurbished its rooms to make it more attractive to stay and experience the many other activities such as Eat Street, Riverside Theatre, Rosehill Gardens Racecourse, heritage and sporting events that Parramatta and Western Sydney offers." The official launch on Thursday 4 December, was graced by Cr Lloyd as well as local Member of Parliament Dr Geoff Lee. Other guests include representatives from Parramatta City Council, Western Sydney Business Connection, Parramatta Chamber of Commerce, NSW Business Chamber, Riverside Theatre, Ronald McDonald House Westmead and Western Sydney Business Access.

The conference and event spaces can cater for meetings of 5 people up to 550 people, with the star venue being Lennox Ballroom, the largest pillarless hotel ballroom in the Parramatta region. The refurbishment includes a customised lighting and colour system in the ballroom ceiling that can be personalised to suit individual events. With new projection equipment using HD format as well as HDMI compatibility throughout all conference spaces, meetings will be a breeze with the fastest hotel internet in the region as the hotel has installed a new dedicated 20mb/20mb pipe which allows for over 750 devices to access highspeed Wifi facilities at one time. To celebrate the launch, Novotel Sydney Parramatta is offering the following conferencing specials:

• Minimum spend of $5,000 will receive 10 car parking spaces or 5 Wifi Internet Connections
• Minimum spend of $10,000 will receive 20 car parking spaces or 15 Wifi Internet Connections
• Minimum spend of $20,000 will receive 30 car parking spaces or 20 Wifi Internet Connections

Tailored offering for Minimum spend of $50,000.

Valid for new events held before 31 December 2015, subject to availability. Terms and conditions apply.

For more information and to book, visit www.novotelparramatta.com.au

About Novotel

Novotel is mid-scale hotel of Accor group, the first hotel operator worldwide, with near 3,500 hotels and 160,000 employees in 92 countries. Novotel's consistently high standard of service contributes to the wellbeing of both business and leisure travellers: think spacious, modular'design guestrooms, balanced cuisine available 24/7, excellent meeting facilities, attentive staff, dedicated children's areas and rejuvenating wellness facilities. With PLANET 21, Accor's sustainable development program, Novotel commits itself to the people and the planet. To meet today's challenging environmental and social issues, the brand has chosen to rely on world renowned environmental certification, ISO 14001. Novotel offers close to 400 hotels and resorts in 60 countries, situated in the center of major international cities from business districts to tourist destinations. More information at novotel.com

Most Executive Assistants would agree that they didn't enter their chosen profession because they aspire toward fame and fortune. Instead, being an Executive Assistant is about being a crucial team-player - someone on whom business leaders can rely, day in and day out, to assist with the operation and organisation of a successful business. With that in mind, the best Executive Assistants are often the ones who are constantly on the lookout for new and clever ways to grow their skill sets and offer greater value to their employer.

Here are three simple things you can do today to start becoming a better Executive Assistant.

Identify lapses in technical knowledge

Executive Assistants require many tools in order to do their job effectively - from the computer they use to monitor emails and keep schedules, to the BlackBerry they use to make phone calls, and the copier they use to produce important documentation. Think about the various technologies that you use on a day-to-day basis. Are you 100 per cent confident in using them all? If not, it might be worth studying up in order to ensure you know how to use these devices in the most effective manner.

Be proactive, rather than reactive

A reactive Executive Assistant is someone who waits for problems to arise before addressing them. They are often good at putting out fires, but in the long run, do little to help drive the growth and success of the company. On the other hand, a proactive Executive Assistant is constantly looking to identify issues before they arise, in order to prevent problems from occurring. Having this ability will make you a truly valuable member of the team.

Focus on your communication skills

Executive Assistants need to be excellent communicators across all mediums, whether that's face to face, over the phone or via email. Investing time and energy into improving this skill will pay dividends in the long run. Work on your oral communication skills by focussing on annunciation and pronunciation. Spend a little extra time revising written communication as well, focussing on spelling, grammar and formatting in all of the emails and letters that you send out.

Working as an Executive Assistant can be a demanding role. With your employer relying on you to organise their day, as well as your own, this position often requires a vast range of professional and inter-personal skills. Due to the formidable nature of this occupation, Executive Assistants can face many challenges in their workday. Overcoming these tests is the key factor in ensuring you can operate as an efficient and effective Executive Assistant.

To help you prepare for potential challenges in the workplace, here are four common trials that could potentially trip you up during the duty of your job.

Not enough hours in the day

As an Executive Assistant, you often have a long list of tasks to complete before you leave the office each day. Unfortunately, sometimes there are just simply not enough hours in the day to manage every single item on your to-do list. If your workload has been increasing and you're starting to struggle, your best option is to prioritise. Rank the tasks in order of urgency and importance to ensure you finish the most crucial duties first. You may find that once you knock the most demanding items off your to-do list, you can easily breeze through the remaining tasks in a relatively short space of time.

You've stretched yourself too thin

When your employer continues to pile different tasks onto your plate, you may be tempted to take on everything yourself to prove you are an effective and efficient Executive Assistant. However, by doing this you risk stretching yourself too thin and inadvertently undermining your abilities in crucial areas. To avoid harming your potential in the essential roles you undertake, consider delegating or outsourcing other duties to a different department or another team member.

Work-life balance

As the overloaded work day begins to creep into your personal time, your work-life balance can suffer. Unfortunately, when you fail to take time to yourself each day, you risk burning out, becoming ill and losing workplace effectiveness. It is crucial that you organise a few hours to spend on personal activities each day. For instance, you could take up a hobby, head to the gym or simply spend time with family and friends. Just ensure you let your boss know the time frame when you will be unavailable, to avoid missing important phone calls and work emergencies.

A lack of organisation skills

While most Executive Assistants understand the importance of maintaining an organised workspace and day, many of your colleagues may struggle in this area. Having to cope with an indirect lack of organisation can be frustrating, as a colleague's failure to schedule their day or arrange files properly can impact on your efficiency. It is therefore important to ensure you consider all tools and techniques at your disposal, to help manage the chaos passed on to you from others.

Ensure strong branding at your conference with the Event Branding Solutions range from Avery

Executive Assistants often play a myriad of roles within an organisation, and with time and budgets increasingly being put under the microscope you need a quick and easy solution to brand corporate events and gifts. Avery has a range of branding products which allows you to customise and brand marketing collateral, gifts and giveaways from the convenience of your computer. Choose a template from our free Design & Print software, or customise a template to reflect your brand and you will be ready to print your labels, cards and tags for your events and gifts. Complement your corporate event with Avery's Fabric Name Badge Labels which are easy to print, write on and can be sorted individually for your event. The labels are backed by removable adhesive which will stick securely on your shirt without damage, unlike the traditional plastic name tags with pins.

Visit averyproducts.com.au or avery.co.nz to learn more about the Event Branding Solutions range.

AV vs. IT

As technology gets more and more user friendly, and I say that with caution, the line between AV (Audio Visual) and IT (Information Technology) becomes more and more blurred. When it comes to the events where a lot of the two come together both issues and opportunity need to be well-managed and organised in advance. First for some people what is the difference between AV & IT? Lots I usually describe IT as the protection, storage, transfer and management of information, be it documents, emails, programs or the hundred selfies your kids took on your phone. AV on the other hand is the distribution of or the way that information is displayed to an audience whether it be a mass audience or specific individual, it could be a conference call, presentation, exhibition, or the screen a viewer of funny cat videos on Youtube uses. The information and technology to store and hold it is always there, but until you use Audio and Visual devices to see and hear it, it remains as information only.

Combining them allows great things to happen, it creates impact and ideas and helps promote empathetic emotions between the presenter and their audience through energy and belief. Ever been in a lecture or presentation that you wished would just end or you have walked out of because the presentation was ...? Ever see Steve Jobs launch a new product? When it comes to events most AV people are fairly well versed in IT as they need to know how to get that information you want presented and be able to show it to your audience and although sometimes despite all the technology in the world it looks easy but can take some considerable work to make it happen.

Some quick helpful points when organising events when it comes to AV:

• Don't let the AV be the last supplier you contact (your guests can't see or hear what you want to show them if you have no budget left for the AV to present it with)
• A good AV supplier not just knows AV, but is familiar with venues, access, catering and theming companies as they have to work together to make each event a success
• Discuss what the event is about and what you hope to achieve, they will no doubt have some great ideas on how to best present something in a particular space rather than just saying I need a microphone and screen for a presentation. They have to keep up with technology. Use that knowledge.
• Align yourself with a good company and create a relationship with them. They will learn what you expect from each event and can suggest ideas or options that can help.
• Finally don't feel you need to use the in-house AV Company, and if your preferred supplier isn’t in-house no doubt they have worked in there previously and can save you money in the process. They work for you, not the venue.

If you want or need any information or help planning an event we can help you from A-V. Visit our website avisualproductions.com.au

If you're involved in organising business events, meetings or incentives, visit The Star at AIME stand C710 where the experienced events team will be showcasing the flexibility of the Event Centre for conferences, exhibitions and gala dinners, and a multitude of other event spaces across the property.

Visitors to the stand will also have the chance to share in $9,000 worth of prizes including accommodation at The Star's luxurious five star hotel, The Darling. The lucky winner of the top prize will be awarded an extravagant night’s accommodation in a Penthouse at The Darling where every whim is catered to. This will be just a taster of The Darling Penthouse package, which is now available to book at The Star, and includes two luxuriously soft bathrobes and slippers, 24/7 butler service, $500 mini bar tab, garment pressing, Wi-Fi, late checkout, a spa voucher for the exclusive Darling spa worth $500, a food and beverage allowance up to $500 for The Star's renowned in-house signature restaurants, flights from any Australian capital city to Sydney and limousine transfers.

Winner of second prize will receive two nights' accommodation at The Darling in a standard king room, including floor-to-ceiling glass windows, Egyptian cotton linen, rain showerheads and The Darling's exclusive Control Four Integrated System offering complete control of the room, from the faucets to blinds, at the push of a button. Second prize also entails a morning at Sokyo to sample the recently launched and delectable new breakfast options, plus valet parking. The third prize winner will take out a $300 voucher for The Darling Spa to spend on any of the many luxurious treats on offer.

To enter the draw, delegates simply have to visit the team at The Star's stand (C710) at AIME and learn all about The Star's unrivalled event capabilities. As Sydney's premier events and entertainment destination, The Star and its 4,500-strong team of passionate and dedicated professionals, will work with you as a well-oiled machine. With handpicked expertise from around the globe, the event organiser's job is a breeze. The Star's facilities across the integrated property, including the Event Centre, offer generous capacities for every event type and the ability to be configured for a variety of meetings and conferences. The Event Centre alone can cater for a plenary, breakout areas and room for an exhibition simultaneously.

Book your events with Cliftons in April and get 30% off plus free morning tea

Hold your meetings, training sessions, conferences or other events planned for April at Cliftons and you will receive 30% OFF ROOM HIRE & FREE MORNING TEA (when you take catering for lunch).

Cliftons CBD venues offer flexible room configurations, delicious catering suitable for all tastes and dietary requirements, online registration platform for your attendees, spacious break out spaces and so much more. Having only one point of contact for the entire event, Cliftons is well-known for its faultless technical delivery and outstanding customer service.

For more information visit cliftons.com or email enquiries@cliftons.com