EXECUTIVE Assistant 3 rd European conference 2019

1. EXECUTIVE Assistant 3rd European conference 2019 Managing multiple priorities & conflicting demands Bénédicte Verhaeghe, Executive Assistant to CEO

2. Why did I choose this subject ? I choose it because it is my day-to-day life since September 2016 … • Involved in a start-up • From 5 to 50 employees and 250 cabin crew members in 18 months • No receptionist … • Only 2 other assistants since a few months • In charge of all the managers • Required to also work as an office manager • Multi-multi tasking … • Increase of the communication channels

3. Introduction ”The reality is that you can never predict what will be thrown at you, so no matter how organized you may be, if you are in a situation with conflicting priorities, it doesn’t matter that you aren’t good at organizing or managing at your time…” We can’t plan and be prepared for everything. We can do our best. We can set up contingencies as best we can. But reading a book on how to swim. Then getting thrown in the deep end of the pool and being expected to swim perfectly is not realistic. It’s not the same thing … We just can’t plan everything. No one can. That’s life.

4. 01 • What is prioritizing?

5. Prioritizing means using your strategic thinking, long-range vision and knowledge of our leader’s priorities and business objectives to see and determine which tasks are more important at which moment. Prioritizing is about making choices of what to do and what not to do. To prioritize effectively, we need to be able to see the difference between urgent and important. And, it means recognizing that at any moment, our A1+ hot priority is supplemented by a new and more urgent A1++ priority !

6. 02 • I don’t need to prioritize • My to-do list

7. It’s not about getting faster. It’s about putting our energies where they are most needed when they are needed. It’s the reason why we must learn about our leaders and know how the business runs so that we can put those factors into play when we are prioritizing.

8. 03 • No way I get it all done !

9. When we have a very long To Do List, it can be quite overwhelming. We can feel so crushed by a lengthy To Do List that the feeling of being overwhelmed can stop us in our tracks, preventing us from accomplishing anything at all. One way to stop feeling oppressed and get back to accomplishing the tasks on our To Do List is to prioritize tasks.

10. 04 • How do I cope with conflicting priorities?

11. Which are our options ?

12. Which are our options ?

13. Which are our options ?

14. What are our options ?

15. Which are our options ?

16. Which are our options ?

17. Which are our options ?

18. Positive aspects to work for multiple managers • More autonomy • More people to learn from • More leadership styles that might balance each other out nicely • More potential references and long term resources • Broader work experience • Balance

19. Conclusion It is important to recognize and remember that our work will never be finished each day. To think otherwise is wishful thinking ! What is important while supporting multiple managers is to make sure to eliminate time wasters. Be available to work extended hours, stay organized, take breaks periodically and make it a goal to stay healthy. If you feel stretched, take a breath and maintain a sense of humor. Keep your cool ! Time will always be a challenge and that’s okay ! You and I only have 24-hours each day ! We can maximize our work by getting better organized setting priorities, and asking ourselves throughout the day “What is the best use of my time right now”? And always keep this in mind : Over time, we will get better and better at making the right decisions and we will feel more and more confident.

20. Questions & ANSWERS

21. Thank you!

22. Contact us Benedicte Verhaeghe, executive assistant to CEO Rue Emile Francqui 71435 Mont-Saint-GuibertBelgiumT +32 (0) 1234 56789 mail@airbelgium.cominfo@airbelgium.com