Executive Assistant Crisis Corner: Navigating Confidentiality and Knowing When to Speak Up or Stay Silent

As an Executive Assistant, you’re not just a gatekeeper. You’re the vault. You’re the person who hears, sees, and knows more than most in the company. The key to excelling in this role is knowing when to keep that vault locked tight and when it’s necessary to crack it open. In this edition, we’ll explore the delicate balance of handling confidential information, recognizing when to speak up, and, just as importantly, when to shut up.

The Art of Discretion: When Silence Is Golden for an Executive Assistant

Your role as an Executive Assistant means that you’re often in the know about things others aren’t. You might overhear private conversations, see sensitive documents, or be directly told confidential information. Your instinct might be to share this with others, especially if they’re asking, but that’s where you have to be disciplined.

What to Do: When in doubt, keep your mouth shut. If someone casually asks you about a sensitive topic, whether it’s another executive’s travel plans or a pending business decision, resist the urge to spill the beans. A good EA knows that the less you say, the better. For example, if a colleague asks, “Is the boss really traveling to meet with that new client next week?” your response should be vague, like, “I’m not sure about the details,” and leave it at that.

The Sneaky Inquisitor: Spotting the Weasels

Not everyone who asks you questions is doing so innocently. Sometimes, people will try to weasel information out of you, thinking that a casual tone or friendly approach might loosen your lips. They might drop names, act like they’re in the loop, or pretend they already know something just to get you to confirm it.

Real-World Scenario: Let’s say a team member casually mentions that they “heard something” about a potential merger and asks if you know any details. Even if they seem harmless or genuinely concerned, this is where you stay tight-lipped. “I’m not involved in those discussions” or “I don’t have any information on that” are your go-to responses. If they press, it’s perfectly fine to repeat yourself or redirect the conversation.

When Keeping Quiet Isn’t an Option: The Fine Line of Speaking Up

There are times when staying silent can do more harm than good, especially if the information you’re holding onto could prevent a crisis or mitigate damage. But this isn’t a decision to take lightly. It’s about understanding when the stakes are high enough to justify breaking your silence.

What to Do: Ask yourself: Will not sharing this information cause significant harm to the company or your executive? If the answer is yes, find the most discreet way to communicate the information to the right person. For instance, if you discover that a major deal might fall through because of an overlooked detail, you need to alert your executive quietly and directly. Frame it as a concern for the company’s well-being: “I came across something that might affect the deal. Do you have a moment to discuss?”

The Dangers of Over-Sharing: Avoiding TMI (Too Much Information)

One of the most common pitfalls for EAs is accidentally sharing too much. You might be chatting with a colleague or another executive, and before you know it, you’ve let slip more than you intended. It’s easy to fall into this trap, especially in informal settings where the conversation feels casual and safe.

Real-World Scenario: Imagine you’re at a company event, and a friendly colleague starts asking about your executive’s upcoming projects. Maybe you feel comfortable and let a few details slip, like timelines or key contacts involved. It seems harmless at the moment, but later, you realize you’ve given away strategic information. To avoid this, always keep conversations on a need-to-know basis. If it’s not something you’ve been explicitly told to share, err on the side of caution and keep it general.

Managing the Digital Vault: Protecting Information Online

In today’s digital age, confidentiality isn’t just about what you say. It’s about how you manage information online. Emails, shared drives, and even calendar invites can contain sensitive details that need to be handled with care.

What to Do: Be meticulous with your digital communication. Double-check email recipients before hitting send, especially if the content is sensitive. Use encrypted folders for storing confidential documents, and limit access to those who absolutely need it. Also, be wary of phishing attempts or suspicious emails that could be attempts to breach your executive’s privacy.

Trust Your Instincts: Recognizing Red Flags

Sometimes, your gut feeling is your best defense. If something feels off, whether it’s someone’s line of questioning or an unexpected request for information, trust that instinct and proceed with caution.

Real-World Scenario: Let’s say a vendor you’ve never worked with before suddenly starts asking detailed questions about your executive’s schedule or preferences. Even if they seem legitimate, it’s okay to politely decline and verify their request directly with your executive. “Let me confirm with John, and I’ll get back to you” is a good way to buy time while you assess the situation.

Conclusion: Mastering the Balance

Being an Executive Assistant means walking a fine line between being a vault of information and knowing when to speak up for the good of the company. It’s about protecting your executive and the organization by maintaining the highest level of discretion, while also having the judgment to act when necessary. Remember, the key to success in this role isn’t just about what you do, it’s often about what you don’t do. By keeping your mouth shut when needed and speaking up only when it’s truly critical, you’ll maintain the trust and respect that are essential to your role