Become an Executive Assistant

From research to writing, Tahisha Williams developed the entire performance review for 100 employees in the technology division of NorVergence, a Newark, New Jersey-based telecommunications company. While this may sound like a human resources manager's task, Williams is the executive assistant to the chief technology officer, and she loves the level of responsibility her boss has given her.

"I thrive on being challenged, completing tasks, being the best at it -- not in a boastful way, but for my own self-esteem," Williams says.

If making the jump from administrative assistant to executive assistant appeals to you, start by taking the lead. Heed the following advice on what factors can make the difference between making a Cinderella ascent up the administrative ladder and getting left in the pumpkin patch.

Be Proactive

While strong computer skills may nail you an administrative assistant position, applicants for executive assistant jobs must show initiative, says Laura Smith, senior vice president of human resources and administration for Edelman Public Relations in Washington, DC.

"Don't just gather proposals for getting a new copier for the office," she says. "Instead, look at purchase versus lease, look for cost comparisons and [investigate] whether a new copier is necessary."

What's key is demonstrating that you can think strategically or proactively rather than merely react to others' requests. "Too often, I see resumes where people list their job duties and very little on what they actually accomplished," Smith says.

If your current role seems to lack opportunities for initiative, ask to be involved in -- or, better yet, take the lead on -- additional projects with your current employer, Smith says. Indicate the results of your ingenuity on your resume.

Show Reliability and Dedication

When assessing executive-level administrative applicants, Dan Campbell, CEO of Atlanta-based Hire Dynamics, looks for skills that would benefit CEOs, COOs and other C-level executives, such as evidence of honesty and reliability.

"C-level people want to hire people they can trust, so if you have a history of dealing with confidential information successfully, that's certainly an advantage," he says.

Be an Asset, Not Just an Assistant

Standards are more stringent for executive assistants than for administrative assistants, because execs can make a huge difference in a company's day-to-day operations, Campbell says. He hired his current executive assistant just three months ago and already regards her as an invaluable asset to his company.

"My personality goes in 20 different directions at once, and she's done a fantastic job getting me organized," he says. "Nobody knows better where I need to be; she organizes events, takes leads and makes sure the culture of the company is maintained."

If you treat your daily work as essential to your company, rather than merely as a job, you are on your way to becoming a successful executive admin.

The Virtual Assistant - Regain Control and Love Your Job

Marie Schulz, an admin to an Air Force general, found herself at a crossroads several years ago when the base closed. She got a new job but hated it because the long commute and office hours drained her, leaving no time or energy to work out or see friends. "The employer expected the employees to live for the job," says the Rumely, Michigan-based Schulz. "They even had computers put into our homes so that when we weren't at work, we were still working from home. I wanted my life back."

Schulz took her life back by rolling up 20-plus years of admin experience and parlaying that to her own business as a virtual assistant, or VA. Now her days are noticeably different.

What is a VA? Stacy Brice, chief visionary officer and founder of AssistU, sums it up this way: "A VA is a small-biz owner who provides administrative and personal support across the board to clients in long-term and collaborative relationships."

Preparation is key to a VA's success, and Brice advises against admins jumping into things because they have years of admin experience. "Remember, it's a business, and you don't want to start a business on the seat of your pants," says Brice. "Most startup businesses don't make it to the five-year mark. You don't want to make mistakes."

VAs' primary client base are the small business owners, or entrepreneurs who need support because they can't do everything on their own but don't want the hassle of hiring a full-time employee, according to Brice. She estimates a VA's rate at $30 per hour. However, that amount can skyrocket if a VA has experience in a niche area.

Being a VA requires numerous hard and soft skills, including:

• Writing: "The world is sloppy when it comes to grammar," says Brice. And a lack of solid language skills can be a great detriment to a VA. "Even if a client is a poor writer or speller, she won't accept that in a VA."
  
• Organization: Being a VA involves juggling numerous clients. Being able to put your hands on the right files when a client calls is crucial.
  
• Technological Savvy: A VA must also be comfortable with technology, since the job requires working in a virtual world. "Your primary tools are technological, so if you're not comfortable in that environment, you'll have trouble," says Brice.
  
• Fast on Your Feet: "You must be able to quickly take in information, synthesize it and logically spit it back out," says Brice.
  
• Emotional Responsibility: A VA must be entrepreneurial and self-disciplined, since no one is watching over your shoulder, notes Brice. "One thing that comes with the VA territory is you're playing at a different level," says Brice. "You're not sitting in an office being told how, what and when to do things, with set lunch times and the inability to say no to a project. You must be able to transition to the thinking that you're a business owner, you get to say what you want to do, and you get to pick your clients and set your rates."
  
• Good Communication: Setting business standards and sticking to them can be a rough transition for many VAs. "Sometimes you have to have hard conversations with your clients if things aren't going the way you initially expected," says Brice. "You may have to speak frankly that when you started out with the client, you expected X, but Y is happening, and that you two need to discuss how to make things better. Those aren't easy conversations to have." The upside to such frank discussions is VAs generally build long-term, collaborative relationships with their clients, she says.
  
• Vision: While many admins want to work from home, many are not willing to do the hard work to make it happen. "The fear of success keeps many people down," says Brice. "They sabotage their actions, because they may think that if they're as successful as they want to be, their lives might change -- and that frightens them."