Putting The Executive In Executive Assistants With Melissa Smith

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On today’s episode, I am talking with Melissa Smith. Melissa is going to teach us the definition and the difference between a virtual assistant and an executive assistant. What are the differences between these two roles and what is the value of having an executive assistant on your team. This is a very exciting episode for me to share especially since I am in the process of looking for this person for my team. Having an assistant on your team is such an essential and crucial part of your work.

After being an Executive Assistant for over 15 years Melissa went out on her own to start a virtual assistant company. She quickly realized business owners didn’t have the right knowledge of VAs and even less about how to hire the right one. After finding herself constantly matching coaches and consultants with the right virtual assistant she decided to create a business of it. That’s when I changed her focus to matchmaking and consulting. Soon after she would write a bestseller, Hire the Right Virtual Assistant.

We discuss:

[02:11] Melissa shares about her defining moment. She shares about moving from Georgia back to the bay area.
[04:14] One of the most essential muscles for an entrepreneur is going back and seeing things with a beginner’s mind and trying something new.
[06:11] Do it before you need it because when you actually need it then it is too late. Reading and learning are essential.
[07:54] Kyle shares what he is looking for in a new assistant.
[09:47] There are lots of different executive assistants.
[10:21] You become an executive virtual assistant when you are client-facing.
[11:49] The true measure of an assistant is the ability to anticipate your needs. When you have an assistant that does that not only are they saving you time, money, and energy but they are saving you a lot of energy for your own decision making.
[13:41] A good schedule can really help you to get into a good flow. Anticipating the time they will need for projects and creating that time in their schedule is something executive assistants can help their clients with.
[16:07] With an executive assistant first it is important to start out with expectations for now and 12 weeks from now.
[17:04] Look at the systems you have right now and analyze what is working and what is not working right now.
[21:44] Communication is so important especially with an assistant.
[24:57] A weekly meeting is key to discuss the game plan, priorities, expectations, and progress.
[27:11] There is no one right way for communication, but it needs to be the way that is going to be natural so that you are going to do it enough to form the bond of communication.
[28:56] Instead of getting your SOP’s perfect before hiring a VA just get them good enough to get started and then the VA can update them as you go.
[31:57] Start where you are. Start small and with baby steps.
[32:34] Giving real-time feedback to your VA is crucial. Then you can quickly move on and add more tasks.
[34:14] You want to see yourself in the VA you are hiring. Next, really know what you are hiring for and the questions to ask.
[35:38] There is no substitute for doing reference checks when hiring a virtual assistant. A reference will share so much information on a phone call.
[38:20] She doesn’t recommend meeting with one virtual assistant and hiring that person. Meet with several virtual assistants and decide who is the best fit for you and your business.
[39:37] The right time to hire a virtual assistant is always before you actually need one. If we are waiting for that perfect time in our business and you don’t already have someone in place, you are putting yourself behind. You can hire a virtual assistant with a small package and just get them up to speed.