How To Onboard An Executive Assistant

Introduction

Refer to this google doc: https://docs.google.com/document/d/1Wf157GhU2FTaxZS6bgX1fzv-vfFxR2gMz04tlEeCgBM/edit#

You've used the Mindshare Employee Hiring Model SOP to find the ideal Executive Banana, so what'south next?

If you've ever joined a new company and been unsure how you fit in, you'll know the benefits of employee onboarding . For an employee who supports C-level executives, withal, the gains are more quantifiable. They include:

Enhanced executive support
Greater delivery to the organization
Reduced stress with clear expectations
Higher job satisfaction
Lasting retentiveness (and associated cost savings)

The toll of hiring a new employee averages around $65,000 and it takes well-nigh 5 months of full time employment to bring new hires upwards to full productivity. Failure to properly onboard a new hire volition toll significant amounts of time and money .

As you begin the onboarding procedure, consider these primal indicators for success in a rockstar Executive Banana:

Enables you lot to focus at your highest and best use
Anticipates needs and ruby flags earlier they arise
Prevents chaos and reduces errors
Performs by existence forward thinking, proactive and adaptable
Is calm in a crunch
Is a servant leader
Creates and masters systems and processes
Respects your confidentiality
Pushes back if y'all're overcommitted

A quality process, like the 1 outlined in this Executive Assistant (EA) onboarding checklist, costs a fraction of the resource and aims to ramp your EA up to full productivity in nether 90 days , depending on the complexity of the role.

And then, let's get underway with the procedure and run through this EA onboarding checklist with your new rent.

Before start day:

Prepare paperwork

To kicking off the EA onboarding checklist, prepare the relevant paperwork and information prior to the employee'south first 24-hour interval. Outset bysaving the EA's new hire paperwork in your internal HR files.

This part of the process is called transactional onboarding and focuses on completing all the necessary forms and documents so your new employee can legally start working .

Best Do: Utilize DocuSign to create all documents and securely send/sign the paperwork. Prepare an enhanced NDA as the EA volition probable have admission to more than personal information than a standard employee.

Set up the Internal Hr file
Include the Task Description
Include the Resume and Cover Letter
Include the Offer Letter of the alphabet / Employment Understanding
Include the W-4
Include the I-ix
Include the Insurance Forms
Include the Direct Deposit Forms
Include the NDA and/or Non-Compete Forms

If y'all followed the Mindshare Employee Hiring Model, you already have the following assessments: Kolbe A, DISC Profile, and Colors. Review your EA's results to ensure you are communicating virtually effectively with him/her.

Include the Kolbe A
Include the DISC Contour
Include the Colors

Fix employee'due south workstation

Ready your EA'southward workstation before they arrive to avoid whatsoever delays on the first day . Include items such equally:

Furniture (desk, chair)
Telephone
Computer
Desk supplies (business card, stapler, letterhead, paper, pens etc.)
Fundamental(south) to specific rooms

Do y'all have branded SWAG? Consider adding items such as branded pens, backpack, t-shirt or mug on his/her desk.

If the EA is a remote employee, consider an allowance for desk supplies, cellular reimbursement, etc.

Gear up workstation
Consider coincident supplies specific to the role

Create an initial orientation programme with mentor

During the training menses, your new EA should work closely with a mentor . A mentor ensures he/she is aligned in the organization, policies, facilities and more during the initial orientation phase.

To ensure this process goes well, review the EA's role with the designated mentor. Hash out the goals you accept set for the new EA and think of appropriate projects that would exist beneficial for the grooming period.

Best Do: Select a mentor that has strong leadership skills and is familiar with the role of an EA. Document an orientation programme and schedule a time to review information technology with the mentor, to ensure clarity during the EA preparation stage. Store documentation in an internal file system that the executive, mentor and EA can reference during the onboarding process.

Download the "Initial Orientation" Template below, or create your own
Certificate the part, goals and projects for the new EA
Meet with the mentor to review
Add the completed document to the shared internal file system

Give access to corporate documents

Before your EA arrives, information technology is important to provide access to corporate documents and ensure he/she will exist able to access them in the internal file arrangement. These documents could include corporate collateral, a company directory and/or material that highlights your corporate civilization.

Best Practice: To ensure you are providing your EA with all the necessary items, note downwardly the steps taken each solar day and what tools are used. A checklist can as well be made here on Process Street for apply in the hereafter when distributing resource to new employees, and ensuring a repeatable process to save time for future onboarding.

Prepare the shared binder in the Internal File Organisation
Include the Company Directory
Include the Company Organizational Chart
Include the Employee Handbook
Include Other Resources as Necessary

Give access to corporate platforms

Give admission to the corporate platforms your EA will demand to apply. By documenting this now, he/she will have of import resources on hand from the start, enabling a smooth onboarding procedure.

These could include:

Email
A company phone extension or defended line
Calendar(south)
Last Pass
Slack
Infusionsoft
Corporate Travel Agency
Expensing System
Google Drive
Scheduling Platform
Zapier
Uber Conference
Social Media

Best Practise: Certificate these platforms and related online tutorials for added support during the EA training phase. Shop documentation in an internal file system that the executive, mentor and EA can reference during the onboarding process.

Download the "Corporate Platforms" Template below, or create your own
Place and enable access to each corporate platform
Capture the login details in the internal password management system
Gather related platform tutorial links
Add the completed document to the shared internal file system

Based on the platforms your EA will need access to, introductory video tutorials will assistance him/her ramp up quickly during the starting time few weeks of employment.

Links to mutual platform video tutorials are provided below:

Asana
Slack
Last Pass
Process Street
Infusionsoft
Schedule In one case
Typeform
Zapier

EA extended support

Your EA will give extended support outside of corporate platforms. Preparing a detailed list of extended support needs will allow him/her to be proactive in this role. Spend the time to consider the other types of support that may be needed.

For example:

What are your travel preferences and frequent traveler numbers?
Are there recurring events you attend each month, quarter, yr?
Volition your EA access / manage whatever online accounts (social media, Amazon, etc.)?
Will your EA need personal data such as your DOB, SSN, Commuter's License number?
Do you lot need help managing personal tasks in addition to professional initiatives?
Are in that location personal and professional contacts your EA will need access to?
Is in that location a private google drive folder(southward) that should be shared with your EA?
Is at that place corporate collateral your EA should take at his/her fingertips?
Do you have corporate discount codes they will need to admission?
You may have multiple email addresses (business organization/personal), how should those be utilized?

Best Practice: Wait backward and forrard into your agenda, review your purchasing patterns, pain points and bottlenecks. Ask yourself "In my ideal globe, I would want …?"

Download the "Extended Back up Needs" Template beneath, or create your ain
Identify each extended support need
Certificate where the EA can access that information
Add the completed document to the shared internal file system

Prepare benefits parcel

It is important for every employee to know which benefits package comes with the task . Here is some ordinarily required information your EA will want to know:

Explicate how the position is funded
Let him/her know what benefits package they volition receive based on their level of feel and the current job marketplace. Let them know some details well-nigh the budget so they are enlightened of the potential promotions and bacon range
Inform the EA about the vacation fourth dimension and health benefits they volition receive

If this was not already outlined in the Employment Agreement, provide a summary of this information in writing.

Download the "Benefits Package" Template below, or create your ain
Add details of their customized benefits packet
Add the completed document to the shared internal file organisation

Ensuring financial stability and informing your EA on the exact monetary situation is a proficient way to make him/her feel comfortable and worry-free, therefore making certain they focus on their work and feel appreciated as an employee .

(Source: idealistcareers.org )

Assign tasks

In that location are likely a number of tasks the EA can become started on.

For case:

Exercise you take upcoming travel that needs to be booked?
Are there meetings to exist scheduled?
What tasks have been put off that should be addressed near-term?
Are there contracts or presentations that need to exist reviewed?

Best Practice: Let the executive, mentor and EA access to a shared Asana board where progress can be reviewed and managed during the initial onboarding phase. Utilizing this from the start will establish a cadency, enable the EA to work efficiently, and give enhanced visibility to progress over time.

Create an EA board in Asana
Establish a sectional hierarchy to keep tasks organized
Create an introductory job (such as uploading a profile photo to email)
Create boosted, project-specific tasks

Example of an introductory Asana task with sub-tasks to exist completed

First twenty-four hours:

Welcome to the team

Often a new employee volition go far during a busy working week. In this case welcoming the new rent is overlooked and they are not defenseless upward to speed with the team or new role . To avoid this, you should clear your schedule and make your EA the number one priority for the day.

Best Practice: Introduce them to the squad – talk virtually their role, tell them why you selected them – this will help the rest of the team remember them better. Notify your team in advance that the new employee is arriving then they can schedule some time to become to know them.

Introduce the new member on the next team call or coming together
Mail in slack on start twenty-four hour period so the team tin welcome them

Tour of the part

Take your EA on a tour of the office . Let them know where all the important and mutual areas are. Make sure they know where to find:

Kitchen
Reception
Bathroom
Their workspace
Support desk-bound
HR surface area
Their mentor's role
Mail room

There might exist more areas such every bit the Information technology department, sales department and others more specific to your company .

For remote employees, this may be a bout of your internal systems, which fourth dimension zones other employees are in, etc.

Induct into corporate civilisation

Help your EA understand your corporate culture and organizational structure. Consider the following:

What are the organizations core values?
What are the underlying attitudes and behaviors of the squad?
What are the long term strategic goals of the company?
How volition your EA integrate into the overarching mission?
How is the arrangement structured at present?
What has the evolution of the organization been in the by few years?

Best Practice: Structure your explanation so that the EA understands the role he/she can play within the visitor, and a potential future growth path.

Requite your EA access to the shared internal File System
Review the resources saved there, such as the Organizational Chart, Employee Directory, Employee Handbook etc.

Explain your expectations

If you want your EA to perform well y'all need to let them know what you expect . Outline the general areas of cognition and skills required to ensure your employee is successful in his/her job .

In full general, call up about:

What results should the chore produce?
What impact should the work accept on the system?
How do you expect the EA to act with clients, colleagues, and supervisors?
What are the organizational values the EA must demonstrate?
What are the processes, methods, or means the EA is expected to utilise?

Specific to the role, think about:

What is the goal for your calendar structure?
What type of professional and personal back up is needed?
How should specific scenarios exist handled?
How should time be prioritized?
What are your communication preferences?
What are others' advice preferences?

Best Do: Structure your expectations so that the EA understands the big picture, tactical and long term focus – enabling him/her to gain clarity and piece of work proactively. Consider his/her assessment scores (Kolbe A, etc) so you communicate in a way that resonates.

Open the shared internal File System
Review the "Extended Support Needs" document

Ready a daily cadence

In social club to institute a firm foundation for efficient communication, implement a Daily Epitomize system where your EA tin can document progress, ask questions and establish accountability for assigned futurity projects. This volition not merely reduce e-mail clutter, but provide y'all with a Readers Digest version of what your EA is focused on.

Best Exercise: In the EA Lath in Asana, add a "Frequency Section" to track important tasks that need to exist completed daily, weekly, monthly, etc.

Download the "Daily Epitomize" Template below, or create your own
Add it to the shared binder in the Internal File System
Review the document together and hash out the relevant items that should be included

Take out to dejeuner

You lot should have your new employee out for luncheon .

Avert discussing work during this time, it should exist purely most getting to know one another .

For remote employees, reserve time for a face up to face up meetingvia a video briefing.

Assign and handoff to a mentor

To ensure your EA has the opportunity to seek help and work productively, y'all have already assigned a mentor. The mentor volition ensure he/she quickly learns about the job and hasassistance throughout the process.

Take the mentor review details such as:

When s/he must arrive at the office
Where south/he must park
How s/he will admission the building
What your company'south dress code is

Best Practice: Boot off a coming together by spending time together for an initial introduction and orientation. Ensure the mentor and EA meet daily for the first calendar week, and at reduced regular intervals in subsequent weeks for the elapsing of the outset few months.

Introduce the EA to their mentor
Open the shared internal File System
Review the "Initial Orientation" document
Have the mentor and EA schedule daily cheque-ins for week one
Have the mentor and EA schedule ongoing bank check-ins (at least 3x per week) for the post-obit few months

Review corporate platforms

Your EA now understands your culture and expectations and has been assigned a mentor.

The final step is to ensure he/she understands your corporate platforms, and how they are used. Taking the time to review these volition eliminate bottlenecks and empower the EA to know how to navigate your internal processes.

Best Practice: Allow the mentor to lead this corporate platform review to help facilitate the handoff.

Assign grooming material from your Learning Management System (LMS)
Leverage the "Corporate Platforms" certificate as needed
Assign platform video tutorials gathered in the "Corporate Platforms" document
Review and test admission to each corporate platform

Kickoff week:

Assign showtime project(s)

Once your new employee has settled in, got to know the team and feels comfy in the workplace, assign their first project(s) .

This will ensure they learn the job hands on and experience they are making a valuable and meaningful contribution to the company,rather than just doing menial tasks.

Add together projects and associated tasks in the EA board in Asana
Provide related documents / resource every bit necessary
Remind them to leverage the mentor if needed

Meet to check over paperwork

Schedule a meeting with the employee and a member of the Hr team to ensure all the forms are filled and right .

Use this time to let your employee know if there is any other paperwork for them to complete .

Ask the HR team member to explicate everything to your employee and tell them virtually the specifics . Permit the new employee know he/she is encouraged to ask any questions and tin use this time to discuss any and all work-related paperwork problems .

Review the paperwork saved to the internal HR files
Schedule a meeting with the EA and HR employee
Document activity items in the EA Asana board, if applicative

Establish KPI's

Develop Central Performance Indicators (KPI'due south) to create attainable, measurable objectives over the short and long term.

Best Practice: Establish a fourth dimension to meet at regular intervals to review the KPI'southward and celebrate wins, identify opportunities for growth and review a plan for the coming time frame.

Download the "Quarterly KPIs" Template below, or create your ain
Document the KPI's and review together
Schedule recurring review meetings

First month:

Plan check-in meetings

Separate from the KPI reviews, you lot should schedule meetings at regular intervals with the employee for the first calendar month .

Use this fourth dimension to:

Address whatever issues and concerns your EA might have
Offer constructive criticism and advice on different tasks
Highlight what is working well to encourage continued success
Explicate long term organizational goals and how he/she fits into the movie

Best Do: Get together feedback from the mentor to facilitate a well-rounded discussion. Let your employee know that he/she is involved in some long term goals to make them experience more secure and empathize the mission they are working to achieve.

Schedule several bank check-in meetings
Gather feedback from the mentor and/or other team members prior to each meeting

Provide reading materials for personal growth

Now that you take decided where exactly your new employee fits in yous should encourage them to further their cognition in the field. Enquire them to read books, articles and magazines most appropriate themes and manufacture-related initiatives.

For every employee society the following (volume or digital version):
Squad Success Handbook

Review onboarding procedure over the adjacent 60 days

Once your EA is settled in and feels more comfortable in the workplace information technology's fourth dimension for you to review your onboarding process . Evaluate the steps that do and don't piece of work for you.

Enquire your EA for their opinion, perhaps create a survey and hear their thoughts to ameliorate your onboarding process in the future.

Once the results are in paw, create a new employee onboarding checklist here in Procedure Street to work through in the futurity.

Source: https://www.process.st/checklist/executive-assistant-ea-onboarding-checklist/