Common challenges faced by Assistants

Working as an Executive or Personal Assistant is a complex and often misunderstood role. Assistants take on a lot and often go unrewarded and unrecognised for their efforts. It isn’t an easy gig, that is for sure. There are a lot of common challenges faced by Assistants, (don’t get me wrong there are also a lot of amazing things about being an Assistant too!) that Assistants have to overcome.

We are going to explore some of those challenges in this article and offer some practical tips that will help get your day back on track.

Here are common challenges faced by Assistants

We will cover:

Bouncing back from a mistake

Common challenges faced by Assistants

Anyone that has worked in a high pressured job will, at some point in their career, have made a mistake.

For those of us that have to multitask, juggle many many different jobs and work for several Executives and colleagues, the likelihood of making a mistake increases significantly. This is one of many common challenges faced by Assistants

Now, I would love to say that I, of course, have never made any errors at work but, dear reader, I would be lying my backside off. Throughout my career, I have made loads of mistakes, some have not mattered, and nobody noticed but some have significantly mattered, and everyone in the office knew about it.

There is nothing worse than getting that sinking feeling when you realise that you have made a mistake. This is one of many common challenges faced by Assistants

It is such an isolating feeling and doesn’t disappear even when the panic kicks in. Probably the worse mistake I ever made at work involved tickets to a sold-out international rugby game.

My company had several tickets for England games, and I was in charge of allocating the tickets to our Executive team so that they could take clients for corporate hospitality. The tickets were first come first serve, so I sent out the initial email to the team asking them to get back to me if they wanted tickets. As you can imagine, the demand was high, and the tickets were snapped up straight away.

Like any diligent assistant, I put all of the information regarding the tickets and who they were going to on a spreadsheet. A few weeks before the game, I received all of the tickets and asked the executives to collect them from me. A few days before the match, all of the tickets had been collected, and I had, of course, used my spreadsheet to note down who had received the tickets. A day before one of the England games, a very senior Executive came to my desk to collect his tickets. As soon as the words came out of his mouth, my heart started pounding.

I didn’t have any tickets left, they had all been allocated, and his name wasn’t on my spreadsheet. The thought went through my head that he might be chancing his luck. But no, he had an email to prove that I had allocated tickets to him and another Executive. S***!

The panic had certainly set in, and I couldn’t make up an excuse, so I told the Executive what had happened. He went berserk. He was taking significant clients, and he had already told them he had the tickets. It was a nightmare. The Executive had a fierce reputation and certainly not someone you would want to get on the wrong side of. He stormed off in search of my boss (who was luckily out for lunch).

After a few tears and more swear words in the privacy of the ladies toilets, I racked my brains for a solution. Here is what I did.

Fess up and own your mistake

I made sure I was the first person to see my boss as soon as he came back from lunch. He was a reasonably approachable guy, and I had a good relationship with him, which in this case helped enormously.

After I tearfully confessed to everything, his reaction was such a relief – he burst out laughing. He said that he was sure I would fix the situation and as it was rare I made mistakes he was happy to throw some money at the problem. I just had to make sure I satisfied both Executives, and they both got their tickets.

Fix the mistake

The problem was that tickets for this bloody rugby game were like gold dust. It would have been easier to get the Executive into Willy Wonka’s chocolate factory. It didn’t help that I also didn’t know the first thing about rugby or how to go about securing tickets. I phoned a friend who was a big rugby fan. For the second time that day, I heard someone burst out laughing. I tried the official ticket line.

They had sold out months ago. I tried a few other official channels and asked every assistant I knew if they had spare tickets before I resorted to resale tickets. There were plenty of tickets still available, but of course, the price per ticket was ridiculous. It was the only way I was going to solve the problem so, as my boss said, I threw some money at it and managed to secure four tickets. Problem solved but at quite a cost to my organisation and my confidence.

Regaining your mojo

For me, it helped that my boss was understanding.

If he had also shouted at me, I’m not quite sure how I would have reacted. I probably would have burst into tears which wouldn’t have helped the situation at all or my reputation come to think of it! Although I had managed to get the tickets and everyone was happy (of course the extortionate tickets were better than the original ones!) I was very much aware that I had made a colossal mistake.

I retraced my steps and realised I hadn’t remembered to add the Executive’s name to the spreadsheet once I had confirmed the tickets with him which meant that when the other Executive requested the tickets, I thought they were still available. A simple mistake to make but not something I would usually do. I couldn’t even blame anyone else, this was my mistake, and I didn’t have any excuses.

So how did I get my confidence back?

Well, first of all, this all happened on a Friday so that night I went out with some supportive friends and got very drunk. Over the weekend, I was able to put my mistake into a little more perspective and decided to put it behind and make a fresh start on Monday. I decided that I was going to work extra hard that week and prove to myself that I was a great assistant. My boss at the end of the week joked that I should make mistakes more often. I was like a machine – everything that I had been putting off was sorted. My Executives didn’t know what hit them! I also made a few changes to my work procedures. I relied too heavily on spreadsheets, so instead, I made sure I converted all relevant emails into reminders and tasks so that I could check I had actioned them at the end of each day.

By the following Friday, I had almost forgotten the entire incident. I did, however, spend the rest of my time at the organisation avoiding that Executive. I also got a lovely reminder of my mistake at my leaving do – a rugby shirt!

Are you working in a hostile environment?

Common challenges faced by Assistants

Everyone has the right to work in an environment that is based on respect and supports your wellbeing. This is the necessary level of care that every employer offices but, unfortunately, there are a lot of working environments that do not offer this to their employees.

Working in, what has been coined ‘hostile working environments’ can be an awful experience and something that can have a real effect on your mental health. So today I want to look at, firstly what precisely a hostile environment is and secondly what you can do if you are working in a hostile environment.

What is a hostile working environment?

This term is more widely used in the United States, but I think it defines what we are talking about. The legal definition of a hostile working environment is “unwelcome or offensive behaviour in the workplace, which causes one or more employees to feel uncomfortable, scared, or intimidated in their place of employment”.

This behaviour can manifest itself in many different ways, including unwanted comments on, for example, your gender, race, nationality, age, sexual orientation, religion or disability (there are protected characteristics that can not be discriminated against).

These personal characteristics are protected by law, so the conduct associated with a ‘hostile working environment’ has legal connotations and can be prosecuted.

A hostile working environment is not a shitty boss or an annoying co-worker; it’s not a rubbish office or basic wages and zero benefits. Not that these examples don’t cause an impact on your mental health. A hostile working environment consists of conduct that is discriminatory and can be reported as such.

What can you do if you are working in a hostile environment?

The first thing to say is that you do not have to put up with this behaviour. Wherever you are based in the world, discriminatory and unwanted harassment is unacceptable, and you should be able to report the action to your Manager or HR representative.

I can’t speak for every country, but in the UK you can also take a legal approach and contact a solicitor, and you can even talk to ACAS for guidance and support.

If you decide that you don’t want to go straight down a legal route, then there are a few things you should do to make sure that you are protecting yourself and the behaviour is not being ignored. Here are a few steps to follow:

Ask the employee to stop the behaviour, either directly or through your Manager or HR representative.

Document everything that happens.

Keep details on what happened, and the comments made or actions taken, the date and time, who was there when it happened and where it happened. Keep copies of any supporting evidence – emails and messages (on all communication platforms).

If the behaviour continues, report it again to your manager or your HR representative. It might be worth setting up a meeting with you, the other employee, and your HR department to mediate the conversation. If this meeting takes place, it should be recorded and documented.

You might also think about bringing another member of staff into the meeting with you for support.

You can contact your trade union for advice. They might take up the case on your behalf – if there is a legal claim.

You can raise a formal grievance with your employer, again this can be done with a solicitor’s advice, or you can raise the injury on your own. Either way, this is a formal complaint that your employer will have to take seriously.

If the environment is unbearable, you can, of course, consider resigning. Even if you work and live in a highly competitive market, there are always other opportunities out there for you. It is also worth noting that you can still seek legal advice after you have left the employer and make a complaint.

In the UK, this is called ‘constructive dismissal‘. Whatever you decided to do, please take care of yourself and your wellbeing. Nobody deserves to be treated badly at work and you should seek advice immediately if you find yourself in a hostile environment. In the UK, there is a lot of advice on this issue on the Citizens Advice website.

Dealing with personal issues at work

Common challenges faced by Assistants

You might be the most professional Assistant in the biz, someone who works hard to keep their personal life as far away from their professional life as possible, but throughout your career (of all our careers) inevitably something will happen to make the two collide.

That is how life works – we never know what it is going to throw at us.

So dealing with personal issues at work is something that we will all have to face at some point. Learning how to keep the problems from creating a negative impact at work will help in the long run. This is one of many common challenges faced by Assistants

Here are eight tips that I have put into use in my career that will help you stay focused at work and avoid burnout.

Try to use work as a distraction from what is happening at home by really getting stuck into the tasks you have. If you are not entirely focused on your work, now is an excellent time to do the jobs you have been putting off because they are a bit dull. Do you have any filing or a load of photocopying to do? Use this time to get those basic tasks out of the way.

If you are not very busy at work, this is the time to get busy. Ask to sit in on meetings or do errands for other members of staff, anything to keep your mind off of your problems at home. Concentrating on other things can quite often cure the little worries you have in your personal life and put things into perspective.

Do talk to your trusted colleagues at work but try to keep this restricted to lunchtime or over a coffee away from the office. It is good to talk through your problems, and they may be able to help you with your work but don’t make this a regular occurrence as you don’t want to be seen to be too reliant on your colleagues.

If you’ve been burning the candle at both ends, then you need to realise that partying hard outside of work is going to impact your time in the office. If you are suffering, remember you only have to get through 8 hours at the most. Drink lots of coffee, take regular breaks, go straight home after work and have an early night!

Can you talk to your manager? If so do. I’ve had times that I’ve needed to speak to my boss and explain why I’m not performing to my best. They had noticed and appreciated my honesty. My manager said I could leave early and get my issues sorted at home and start again tomorrow. It helped greatly.

Quite a lot of companies I’ve worked for have offered support through a helpline which covers quite a few issues from money problems, to legal advice to counselling. I’ve used the hotline a few times, and it does help. Even if the information is a bit generic, it can point you in the right direction.

Plan something nice for the weekend ahead even if it is time spent in your home relaxing. If home is the problem, try to go out or do something that makes you feel relaxed. Trying to get the most out of your weekend will mean you can feel refreshed once you are back in the office on Monday.

If you do need time off work to get your issues resolved do take time off that you need. Take a personal day, a holiday or phone in sick. If you need the time away from the office urgently, then your manager should understand. If they don’t then I believe that says a lot more about the company ethos towards its staff than you!

What to do when your day completely sucks

Common challenges faced by Assistants

We’ve all been there. Totally unproductive day, conflict in the office, lost your keys and your wallet, train delayed, crappy email from the boss.

Whatever the problem, we’ve all had those days that completely suck. When nothing gets done and the hole you find yourself in just gets bigger and bigger.

Time to pack up, call it quits and head back to bed?

Well, hold your horses, it’s not so easy to leave the office at 9.30 am and head home. People will start talking. So what can you do?

I thought I would share some tried and tested methods to get you back on track. Here are my tips on what to do when your day completely sucks! This is one of many common challenges faced by Assistants for everyone who works actually!

Take a moment

Okay, this is my first piece of advice. Go to the bathroom, make a cup of tea, take a moment to breathe. Sometimes just having a little bit of time to yourself helps put things into perspective. Or at least, give yourself a chance to take control of your emotions and pretend you are fine for the rest of the day.

Stick on some music

This does work wonders for me. If I’m lacking energy but just need to get through some stuff at my desk, rather than curl up into a ball, I put on my favourite music and try to get some energy, generally through the power of disco (if you don’t start feeling better after Pull Up To The Bumper by Grace Jones, I can’t help you!)

Hold fast until lunchtime and then get the hell out of the office.

If you can get through the morning, you’ve done well. Now, take your butt out of the office and go for a walk, meet some friends, buy some stuff from the shops, whatever you have to do to get some positive energy flowing so that you can come back in the afternoon and smash it.

Buy some and then eat some chocolate.

There is nothing wrong with giving yourself a treat when the day sucks, and you need a quick pick me up. A whole bag of Haribo, you say?! I hear ya, sister!

Rage clean

Okay, I’m sure I am not the only one that does this? But, when I am furious, I seem to channel all of my energy into what can only be described as an all-out assault on dust, mess and clutter. If you are feeling angry, now might be a good time to sort through your neglected office drawers! You know those piles of shoes you’ve got stashed under your desk? Get those bagged up and shipped out. If anyone asks, you are having a good sort through and re-organising your workspace… while channelling that rage!

Call your person

In my case, that is my mum. That’s what they are there for right? You can’t moan to your colleagues, it’s not very professional. You can’t cry to your friends, they don’t care, and if you moan to your other half, you might have to listen when they want to get something work-related off their chest. Your mum has to listen. That’s her job! *Thanks mum* Whoever happens to be your person, give them a call and have a good moan.

Be super friendly to everyone.

It is incredible how much energy you can get from other people. So actually, when you feel like crap, try being super friendly to everyone. Seeing them smile and happy can kind of lift your mood.

Remember, nothing is permanent.

If work or anything in life is making you miserable, do remember it is only a blip on what will otherwise be your awesome life. Some of the sucky days, pass by and you forget about them. Or you might even laugh about them in a few years!

I stumbled across a profile on LinkedIn the other day, of a guy, who made my job difficult for a while. At the time I couldn’t stand him but, now, guess what..? Nothing! And that made me super happy!

So, these are just a few thoughts what to do when your day completely sucks. Over to you, let me know what you do when it all gets a little bit too much.

How to keep a positive attitude at work

Common challenges faced by Assistants

Let’s face it, being an Assistant can be pretty challenging and not every day are you going to be walking around your office with your glass half full beaming from ear to ear.

Nope!

Some days you will be massively p*ssed off and want to hide under your desk until you can leave at 5 pm! Hopefully, those days are few and far between, but whatever your outlook on life it can be hard always to keep a positive attitude at work.

But, we all know what it is like being around someone who has a negative outlook on life. It can be soul-destroying! Working with someone who on the whole has a positive outlook on life (even when things are going badly) has got to be better.

If you can keep a positive attitude at work, this really could be the key to your success and here is why. When you are positive, you are open to new possibilities, you are more likely to say yes to new ways of working, and you tend to be more creative and come up with solutions to problems (rather than complain about them). So how do you keep a positive attitude at work?

Here are my 10 top tips:


Don’t criticise others unless it is constructive.

Do you need to pass on how you feel about someone? Do they need to know? Do other people need to know? Probably not! If someone rubs you up the wrong way, it is generally much better to ignore them and let it go than criticise or moan about them to others. Trust me, the sooner you brush it off, the better for you. Other people’s bad behaviour and outlook on life is their problem, not yours!


Always come with a potential solution when discussing a problem.

There will always be issues and problems that crop up at work, yes they are annoying and yes you could complain about them but wouldn’t it be better if you fixed them? Positive people find solutions to problems, and this is an excellent trait for an Assistant to have.


Surround yourself with other positive people.

Find other people in the office that have a great outlook on life. These are your tribe!


Don’t gossip… ever.

Gossip is the worst and benefits no one, particularly in the office. Try not to get involved as hard as it might seem.
Remember your sense of humour; this will see you through the worst of times.


Take a break when you are having an awful day.

Go for a walk, read a book in your local cafe. Getting out of the office for an hour will give you some perspective on what is happening and a break to refocus on what you need to do to sort all that crap out!


Set some goals and strategies for your career.

Working towards something more significant than the day to day grind will give you something to focus on. Seeing something through and working towards something challenging is exciting, and when you complete, it will provide you with a real boost. So, goals help when the day to day tasks are getting you down.


Reward yourself for your positive outlook, particularly when you’ve had a horrible day.

Open that bottle of wine, buy that nice bag, watch that Netflix series, spend time with the people that make you feel good.


There will always be things, situations or people that upset you.

Life would be great if everyone were kind to each other, but that’s just not going to happen. So, instead, decide how you want to deal with these people so that they don’t upset you. Nobody at work should have that much power over you to the point they upset you every time you interact.

So instead of dreading to see them, except that they are going to be horrible or cause you problems and know that you can deal with it. It is amazing how your attitude changes towards someone when you expect them to be terrible. You might even end up laughing about it.


Be kind to people.

It can be hard when you are busy, or your colleagues are asking you neverending questions that have nothing to do with your work and eat into your time. I get it! But being kind to people, showing empathy and understanding (while sticking to your boundaries) makes you feel better.

Having a positive attitude at work really can be the key to your success. People want to be around positive people with a can-do attitude.

Be one of those people.

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