Calendar management

– As an administrative professional, you’ll be responsible for your executive’s calendar. Managing this calender and keeping it accurate at all times is a key responsibility. You’ll have a variety of tasks that will include setting up teleconferences, setting up face-to-face meetings, booking travel details and entering them into the calendar. For teleconferences, you’ll need to make sure the following are always included. First of all, because you manage multiple calendars, double check that you’re in your executive’s calendar before sending out the invite. If this is a recurring call, set up the invite accordingly the first time you create the invite. In the to section, include everyone who needs to attend. In the notes section of the invite, you can include all of the pertinent information regarding that call. If you have multiple teleconferences, don’t book them back to back. Instead allow 15 to 30 minutes in between each call. This helps to eliminate anyone from jumping onto a call they should not be on and also gives your executive an opportunity to have a break and refocus in between calls. For face-to-face meetings, you’ll need to make sure the following are always included. Again, double check that you’re in your executive’s calendar before sending out the invite. Make sure the meeting room you have in mind is available before sending out the invite. And if possible, book the room in advance. Not doing this can lead to multiple emails and confusion as you make changes to the invite later on. Include all those that need to participate at one time to save yourself time and energy and to make sure everyone receives the invite at once. Be sure to include the meeting room location so it’s visible on their calendars. In the notes section, include any details that might be needed for the meeting. This helps for future use as well so you can look right at the meeting invite instead of searching through emails. For travel details, you need to make sure the following are always included. For airline travel, airline and flight number, departure time, arrival time, connecting flight details, departing city and state and the arriving city and state, a copy of the flight itinerary with confirmation number in the notes section, boarding passes if you processed this 24 hours in advance. For hotel, the name of the hotel, location of hotel, confirmation number, and a copy of the confirmation in the notes section of the calendar entry. For transport to and from the airport, name of driver or company picking the executive up, phone number of the driver or company, location where the driver or company will be. If there’s a rental car, include all the details in the notes section along with a copy of the confirmation. An important piece of advice when you’re handling calendars is to remember to allow time between each appointment before scheduling the next one. Timing wise, I try and book the first meeting at 8:30 or nine, giving my executive a chance to get into the office to get settled. To give them an opportunity to have lunch, I don’t book anything from 12 to 1:30 and nothing after four so they can spend that hour wrapping things up and possibly leave on time. You’ll see what works best for you and your executive. But having as much detail as possible is key to managing your executive’s calendar.