Executive Assistant Crisis Corner: Outsmarting the Gatekeeper Gambit

As an Executive Assistant, gatekeeping is more than just a part of your job, it's an essential skill that protects your executive's time and ensures their focus remains on what truly matters. Over the years, I've encountered countless attempts to bypass my gatekeeping efforts, both over the phone and in person. Let’s dive into the deceptive ways people try to sneak past us and how to effectively block their attempts.

The Overly Familiar Caller: "We Go Way Back"

One of the most common tactics is when someone calls and uses your executive’s first name like they’re best friends. Picture this: the phone rings, and the voice on the other end is cheerful and confident. “Hi, is John available? It’s Sam—we go way back.” This approach is designed to make you think they have a personal relationship with your executive, hoping you’ll let them through without questioning it.

How to Handle It: Ask probing questions. “Oh, how do you know John?” or “When did you last connect with him?” Genuine contacts will have no problem answering these questions, while those trying to bluff their way through will often stumble or become vague. It’s also a good idea to send a quick message to your executive to verify the relationship before scheduling anything.

The Name Dropper: "I Spoke to Your Boss Last Week"

Another favorite tactic is name-dropping. “I just spoke with John last week, and he told me to reach out.” This strategy relies on your assumption that your executive forgot to mention the conversation or that it’s a follow-up. However, in many cases, it’s just a tactic to get you to schedule a meeting without checking.

How to Handle It: Request specifics. “Could you remind me what you discussed?” or “Which project is this about?” If they’re vague or hesitant, it’s likely they’re not being truthful. Confirming with your executive is always a good idea before moving forward.

The Persistent Salesperson: "This Will Change Their Life!"

Salespeople are notorious for disguising their calls as something more important than a pitch. They might say, “I have some really important information that could greatly benefit John’s work. When can I get on his calendar?” They’re banking on you believing that this is a high-priority meeting.

How to Handle It: Ask for details to be sent via email. “Can you send me some information on this? I’ll pass it along to John.” If it’s a legitimate opportunity, they’ll have no problem providing more information. If it’s just a sales pitch, requiring them to put it in writing will often discourage them from pursuing it further.

The Urgent Caller: "I Need to Speak with Them Now!"

The sense of urgency is another tactic used to bypass gatekeepers. “It’s really important that I speak with John right now. Can you connect me?” They hope that by creating a false sense of urgency, you’ll panic and patch them through.

How to Handle It: Stay calm and ask for more information. “Can you tell me what this is regarding?” or “Is this an emergency related to an ongoing project?” If the urgency is fabricated, they’ll struggle to provide convincing details. Having a clear protocol for genuine emergencies with your executive can help you discern real issues from fake ones.

The Calendar Invite Trick: "Just Sending a Quick Invite"

Sometimes, the deception is subtle, like sending an unsolicited calendar invite directly to your executive. They’re hoping it slips through unnoticed, and suddenly, your executive is committed to a meeting they didn’t agree to.

How to Handle It: Review all calendar invites before they’re accepted. If something comes through that wasn’t discussed, reach out to the sender for clarification. It’s also a good idea to confirm with your executive before adding anything unexpected to their schedule.

In-Person Tactics: When They Try to Charm Their Way In

Gatekeeping isn’t just about handling phone calls and emails. When people show up in person, the pressure can feel even more intense. Here’s how to handle in-person attempts to bypass your gatekeeping.

The Walk-In "Old Friend"

Imagine this: you’re at your desk, and someone strolls into the office with a big smile, claiming they’re an old friend of your executive. They’re confident, acting as though they belong there, and they’re hoping that their charm will get them past you and into a meeting.

How to Handle It: Politely but firmly ask for details. “I’m sorry, but I’ll need to check with John before I can let you in. Can you wait here while I confirm?” Use the time to send a quick message to your executive, asking if they know the person and if they should be allowed in. Even if the visitor seems friendly, it’s important to stick to your protocol.

The "Just Passing Through" Visitor

Some people might casually drop by, claiming they were “just in the area” and wanted to say a quick hello. They’re hoping that you’ll let them through without questioning their motives.

How to Handle It: Ask if they have an appointment. “Do you have an appointment, or is this a surprise visit?” If they’re truly connected to your executive, they’ll usually be upfront about it. If not, suggest scheduling a proper meeting instead. This ensures that your executive’s time is respected and that no unplanned meetings disrupt their day.

The Flattery Gambit

Then there’s the person who tries to win you over with excessive flattery. “You must be the one who keeps everything running smoothly around here. I bet John couldn’t do anything without you! Could you just squeeze me in for five minutes?”

How to Handle It: Acknowledge the compliment but stick to your role. “Thank you, I appreciate that! However, I’ll still need to check with John before scheduling anything. Can I take your details and get back to you?” This response shows that while you’re polite, you’re also professional and won’t be swayed by flattery.

Building a Strong Defense for Gatekeeping as an Executive Assistant

To be an effective gatekeeper, you need to have clear boundaries and a firm understanding of your executive’s preferences. Here are some strategies to help you stay in control:

1. Create a Clear Protocol: Work with your executive to establish clear guidelines on who gets direct access and how to handle unsolicited requests. This ensures you’re always aligned with their expectations.

   
   

2. Verify Before Committing: Always verify the legitimacy of any request before adding it to the calendar. This includes checking with your executive or asking for more information if something seems off.

   
   

3. Be Firm, Not Rude: It’s important to be polite yet firm when gatekeeping. You can maintain professionalism without being swayed by charm, flattery, or pressure.

   
   

4. Know the Regulars: Familiarize yourself with the people your executive frequently interacts with. This will help you quickly identify when someone is genuinely connected or when they’re trying to bluff their way through.

   
   

5. Stay Organized: Keep detailed records of who has access, who frequently calls, and any patterns you notice in attempts to bypass you. This information can be invaluable when you need to make quick decisions.

   
   

Conclusion: Mastering the Art of Gatekeeping

Gatekeeping is a crucial part of an Executive Assistant’s role. Whether someone is trying to get past you with a phone call, an email, or an in-person visit, the key is to stay vigilant, ask the right questions, and trust your instincts. Your executive relies on you to manage their time effectively, and by mastering these gatekeeping techniques, you’ll ensure that their focus remains where it needs to be, on the most important tasks at hand.