Pacing Yourself: Mastering the Long Game as an Executive Assistant

Pacing Yourself: Mastering the Long Game as an Executive Assistant

Starting a new role as an Executive Assistant can feel like jumping into the deep end. There’s often an urge to prove your value right away, to take on everything, and show that you’re the right person for the job. But here's the thing: the key to long-term success in this role isn't about sprinting ahead or being flawless from day one. It’s about pacing yourself, adapting to the flow of the workplace, and learning how to manage challenges as they come. Rushing will only set you back.

Let’s break down what it really means to pace yourself in a professional role, without sounding like a broken record.

Understanding the Early Learning Curve

When you step into any new role, mistakes are inevitable, and that’s okay. Trying to avoid them completely often leads to even bigger errors. But more importantly, these early missteps help you learn the terrain, whether it’s a mistake in scheduling, over-committing to tasks, or simply not understanding the dynamic of the office yet. Embracing these mistakes as learning opportunities rather than setbacks is key to mastering your role in the long run.

In my first week as an EA, I felt the pressure to manage everything perfectly. I rushed through tasks, thinking speed was a measure of competence. What I didn’t realize was that my executive’s expectations weren’t about speed, they were about precision and attention to detail. It took a few stumbles for me to understand that the pace was about getting things right, not getting things done quickly.

Different Workplaces, Different Rhythms

The rhythm of every workplace is different. Some executives thrive in fast-paced environments, while others prefer a more deliberate, measured approach. The key to success as an EA is learning to match the tempo of your specific workplace and executive. That doesn’t happen overnight.

In one of my earlier roles, I quickly discovered that my executive hated being bombarded with updates. They preferred weekly reports rather than constant check-ins. I had to adjust how I communicated to better align with their pace. Taking the time to learn these nuances can be the difference between being seen as an essential partner or just another cog in the machine.

When you’re new to a role, it's crucial to observe these patterns before jumping in with ideas or trying to change processes. Watch how the team functions, how your executive likes things handled, and gradually find ways to improve within that structure.

Pacing Yourself Emotionally

One aspect of pacing that often gets overlooked is managing your emotions. New roles bring a lot of pressure, and it’s easy to get caught up in anxiety about performance. As an EA, you may feel like you have to be perfect because you're the gatekeeper, the organizer, and the go-to person for your executive. But perfectionism is a trap, and it will burn you out quickly.

Pacing yourself emotionally means allowing space for imperfections and realizing that the job is about progress, not perfection. It’s okay to have days where things don’t go smoothly. The point is to learn from those moments, regroup, and keep moving forward.

Managing Expectations: Yours and Theirs

Part of pacing yourself in a new role is setting realistic expectations, not just for your executive but for yourself. When you start, it’s easy to think you have to do everything at once. But setting boundaries early on will allow you to stay organized and avoid overwhelm. This isn’t about saying "no" to tasks, but rather understanding how to prioritize what needs to be done right now versus what can wait.

In one role, I had to learn how to gently push back when my executive’s expectations didn’t align with what was actually achievable. It’s a delicate balance, but learning to manage those conversations upfront helps to set a sustainable pace for both you and your executive. You don’t have to solve every problem immediately, but you do need to communicate your progress consistently.

The Art of Delegation and Collaboration

Another important part of pacing is realizing that you don’t have to do everything on your own. Early in my career, I thought taking on everything myself was a sign of competence. But what I soon realized is that successful EAs know how to delegate and collaborate effectively.

If you’re part of a team, lean on them. If you have the ability to offload tasks that don’t require your direct involvement, do it. This not only helps you manage your workload but also allows you to focus on the bigger picture and the tasks that directly impact your executive’s priorities.

Balancing Urgency and Importance

One of the most valuable skills you can develop as an EA is learning how to balance urgency with importance. Not everything that comes across your desk is a crisis, but in the beginning, it’s easy to treat it all like it is. Learning to prioritize is essential.

Early on, I would treat every request from my executive as urgent, leading to unnecessary stress and rushed results. Over time, I learned to differentiate between tasks that were urgent and those that were important. Urgent tasks require immediate attention, but important tasks often require more thoughtful, deliberate planning. Balancing these two is critical in ensuring you’re pacing yourself effectively and not burning out by chasing every fire.

Stepping Back to Move Forward

There will be moments when you’ll need to take a step back to assess how far you’ve come. Pacing isn’t just about going slow for the sake of it, it’s about creating space for reflection and recalibration. Sometimes, the best way to move forward is to step back and rethink your approach.

There have been times when I’ve rushed headlong into a project, only to realize midway that I was missing a key element. By taking a moment to reassess, I was able to reframe the project and get it back on track. Pacing yourself means understanding when to push ahead and when to pull back for the sake of long-term success.

Conclusion: It’s a Long-Term Game for an Executive Assistant

Pacing yourself as an Executive Assistant is about playing the long game. It’s understanding that mastery takes time, that mistakes are part of the process, and that true success comes from steady, thoughtful progress. It’s not about being the fastest, the most perfect, or the first to take control. It’s about learning, adapting, and building the habits that will allow you to thrive in the long run.

Whether you’re starting a new role or looking to improve in your current one, remember that it’s not a race. The more you allow yourself time to learn and grow, the more successful and sustainable your progress will be.