How Executive Assistants Can Set Goals That Stick

In this episode, we’re tackling a topic that hits close to home: why traditional goal-setting methods often fail for Executive Assistants and how you can set goals that actually stick. If you’ve ever felt stuck, uninspired, or frustrated by unmet goals, this episode will give you fresh perspectives and practical solutions.

Here’s what we’ll cover:

• Why focusing on just one “big why” for your goals can set you up for failure.
• How to create a list of meaningful reasons to stay motivated through challenges.
• The power of breaking down big goals into smaller, actionable steps for measurable success.
• How to adopt a transformative "10x mindset" to rethink and revolutionize your approach to growth.

To help you put these strategies into action, we’ve created two free resources:

1. A SMART Goal-Setting Template to ensure your goals are actionable and achievable.
2. A Weekly Evaluation Document to reflect on your progress and stay aligned with your priorities.

Download these resources for free at The EA Campus - https://theeacampus.com/podcast/ep44/.

We’ll also share real-world examples of how Executive Assistants can set impactful goals, whether it’s mastering AI tools, streamlining workflows, or aligning their professional growth with their executive’s strategic priorities. Plus, you’ll hear tips on protecting your time and creating a vision statement to keep you focused throughout the year.

Ready to redefine your goals and make 2025 your most successful year yet? 

Tools and Software Mentioned:

1. ChatGPT – For drafting emails and improving productivity. Learn more at ChatGPT by OpenAI.
2. Clockwise – For smarter scheduling. Find details at Clockwise.
3. Grammarly – For enhancing document editing and writing. Explore at Grammarly.
4. Calendly – For streamlining meeting setups. Visit Calendly.
5. Zapier – For automating repetitive tasks. Discover more at Zapier.
6. Microsoft Teams – For team communication and collaboration. Check it out at Microsoft Teams.
7. Slack – Another great option for team communication. Explore at Slack.
8. TripActions – For streamlining travel bookings. Learn more at TripActions.
9. Concur – For managing travel and expense reporting. Find details at SAP Concur. 

Thought Leaders and Strategies Referenced:

• Dr. Benjamin Hardy and his concept 10x Is Easier Than 2x – A transformative mindset for exponential growth.
• Michael Seltzner – The importance of crafting a vision statement. Learn about his strategies at Social Media Examiner.
• The EA Campus Article - Why every Assistant should have their own personal vision statement
• The EA Campus Free Templates - https://theeacampus.com/podcast/ep44/

The EA Campus

Transcript

 Hello, and welcome to the EA campus podcast. I'm Nikki Christmas, founder of the EA campus, and I'm so excited to be back with you after a really long break. This year, we're kicking things off with a brand new weekly show. Each week, we'll bring you a mix of learning episodes like this one, insightful interviews with trainers, thought leaders, and high performing executive assistants and so much more.

My goal is to make this a space where you can learn a lot, In a short amount of time and leave with actionable takeaways to work through during the week.  We also have some exciting events coming up on the EA campus. The Sustainable Events Masterclass is happening on the 24th of January. And our first virtual summit of the year is on the 31st of January.

The summit will focus on development and career growth for executive assistants and it's an event you won't want to miss.  You can find all of the details on the EA campus website and we'll include the links in the show notes. So today we're diving into a topic that's really close to my heart and that's why executive assistants are setting the wrong goals and how we can actually fix it.

So if you've ever felt stuck, uninspired or frustrated because you're not hitting your goals, this episode will give you a really fresh perspective.  We'll explore why traditional goal setting methods often fail and how to create a system that helps you set and achieve meaningful goals for 2025. We've also created two free resources to help you implement what you'll learn in this episode.

They're designed specifically for executive assistants and they are the smart goal setting template, which you can use to make sure your goals are actionable and achievable.  We also have a weekly evaluation document, which you can use to reflect on your progress every week. So you can download both right now by heading to the eacampus. com forward slash podcast forward slash EP44. Don't worry, we'll include the link in the show notes as well. So grab a notebook or better yet, download our free templates and let's dive in. 

So let's start with a really common pitfall. Many of us are taught to focus on just one big why for our goal setting. While having a clear purpose is really essential, relying on a single reason can leave you stuck when challenges arise. And for assistants, we know that challenges arise, if not on a weekly, a daily basis.

So for example, think about a goal like, I want to feel more confident in my role.  Something that assistants I know struggle with, and it's a really great intention. But what happens when a tough day shakes that confidence? Suddenly your motivation fizzles because you don't have other reasons to fall back on. 

So one of the best lessons I've learned, both from my own career and from experts, Many experts that I've listened to over the years is to build a list of reasons why your goals matter. These reasons become your anchor during tough times, helping you stay resilient and focused. So when challenges arise, as they often do, having multiple compelling reasons ensures that you're not relying.

Relying solely on one motivation,  which might falter under pressure. So instead, your list acts as a powerful toolkit, reminding you of all of the ways your goals connect to your values, your aspirations, and the impact you want to create in your role.  So, for example, as an executive assistant, you might set a goal to improve your  calendar management.

Instead of relying on one reason, which could be reducing their stress, consider expanding your list. So, you might include some of these as an example. So, the goal is that you want to improve your executive's calendar management. So let's break that down into a smaller list. Enhancing team collaboration by ensuring better meeting alignment. 

Freeing up time for your executive to focus on strategic priorities. Developing your own skills in advancing scheduling tools, making you more indispensable in your role.  Building trust and rapport with your executive by demonstrating proactive problem solving.  So again, these are quite big goals, but just going in with something like, I want to get better at calendar management because my executive is really stressed all the time.

That's such a big goal. Big goal that's, you know, something that's not particularly tangible. You're breaking it down into more effective goals and expanding on that list.  So when you write down these reasons, you create a foundation of purpose that motivates you Persevere, even when the day to day challenges feel overwhelming, by connecting your goals to specific outcomes and benefits, something that's tangible, you can maintain a clearer focus and find renewed energy to push forward.

Because let's face it, we all have challenges every day and sometimes staying on track with a goal can just feel like it is a nice to have. But when you're in the weeds, when you're just head down, getting on with All of the work that you've got, as I said, it could feel like a nice to have, but having these more tangible goals, you can reflect on and go back to when things are challenging, just helps you have that anchor in place so that you can keep your goals front and center, and they connect with the work that you're doing. 

So to help you start this process, as I said, I recommend downloading our software. Smart goal setting template. It's a simple step by step tool to outline your goals and add the layer of detail that can help you keep motivated. As I said, you can grab that free at the eacampus.  com forward slash podcast forward slash EP44 and yes, the link is in the show notes. 

Now I want you to do a really simple exercise. I want you to take a piece of paper. I want you to fold that piece of paper in half and create two columns. In one column, I want you to write what worked well last year.  In the other column, I want you to write down what didn't. So you might have seen this on social media before, um, what's coming next.

Out of the year and what you're putting into the year. Um, I've done this exercise myself and I find it super helpful. So when I look back at 2024, I realized that the best parts of my work, like launching the EA campus, came from focusing on high value, community driven initiatives. For example, I prioritized projects that built strong relationships within the EA campus community, like creating a mentorship hour.

Um, I created opportunities that fostered more collaborative discussions throughout all of the work that I did.  On the flip side of that, I noticed areas where I absolutely overcommitted and spread myself too thin, such as taking on too many overlapping administrative tasks that I should have delegated to other people, or saying yes to things that really didn't align with my long term goals. 

So to ground this in the reality of the EA role, I want you to think about how this exercise  might apply to your day to day responsibilities. So perhaps what worked include organizing a seamless annual retreat or implementing a new task management system that helps streamline some of your workflows and maybe what didn't work might include juggling last minute travel bookings that could have been delegated.

Um, or could have been organized, um, with a little bit more notice or attending meetings that really didn't require your input. So by identifying these patterns, you can make intentional choices to focus on high impact activities, like building systems that save time or enhancing your executive strategic capabilities and let go of tasks that don't serve your goals or that of your executive or that of your organization. 

This reflection helped me streamline my 2025 goals by clarifying where I should focus my time and energy. So if you did find yourself spread thin across multiple projects, perhaps you can realize the value of concentrating on the initiatives that align with your executive strategic priorities and your own professional development, so that might include streamlining workflows to reduce repetitive tasks, getting a little bit more, Information around AI or tools that can help you, eliminate those admin tasks are really time heavy, and then prioritizing high impact tasks such as more meetings that you want to attend where you can, start to build your personal brand or something around communication so that you can start to enhance how your team or how you work in partnership with your executive. 

So to ensure consistent progress. I absolutely recommend downloading our weekly evaluation document. It really helps you reflect on your achievements and things that might have been a bit of a setback each week.  I use this tool a lot. It allows me to identify what's working, how I can adjust quickly and stay aligned with my larger goals.

Um, Again, as I said, you can download this on the EA campus website. Um, I find this tool really, really useful and it really helps me, um, pivot, you know, week on week as and when I need to, um, without losing any momentum.  One of the challenges for executive assistants is that goals are often not entirely their own to set.

So much of your work is tied to the priorities of your executive or it involves managing and Ad hoc tasks and business as usual activities. And this can make it really difficult to feel like there's something concrete to strive for. However, doing exercises like this as simple as it sounds offers a really valuable opportunity to think about what you want 2025 to look like for you. 

It really encourages you to move beyond setting goals that don't resonate or that feel disconnected from your personal growth. So for example, instead of simply aiming to keep up with daily demands, you might identify ways to enhance your skills, such as mastering a new project management tool or streamlining a repetitive process. 

Or perhaps your goal is to carve out more time for strategic planning, both for yourself and your executive. By reflecting on these aspirations, you can align your goals with your own professional development while Also supporting your organization effectively.  So as I said, that weekly evaluation document, you can download that at the eacampus. 

com forward slash podcast forward slash EP 44. As I said, it's designed to help you stay on track and make more measurable progress towards your goal. 

Another powerful strategy I learned is to stack your goals. Here's how it works. So you start with your big picture goal, then break it down into smaller actionable  mini goals. So for instance, let's say your big goal is to master new AI tools for better productivity. This approach is especially beneficial for executive assistants.

And let's face it, this is All executive assistants who often juggle multiple responsibilities and can sometimes feel overwhelmed by these big grand goals. Broken them down into smaller actionable steps allows you to maintain focus without adding unnecessary stress. So for instance, as I said, let's say your big goal is to master a new AI tool for better productivity this year. 

As an executive assistant, this could transform not only how you manage your workload, but also how you support your executive's day to day operations. So let's look at what your mini goals could look like. Number one, research the top AI tools for scheduling and email management. That's month one. Start by exploring tools like ChatGPT for drafting emails.

Clockwise for scheduling or Grammarly for document editing. Consider how these tools integrate with your existing systems. Start by identifying tools that align with your executive's preferences or your organizations, as such as tools that integrate with your systems already like Outlook or Google Workspace.

So that's month one.  Month two is implement one tool and track its impact on your workflow. So for example, set up an AI powered scheduling assistant like Calendly  or a task automation platform like Zapier to manage those repetitive tasks. Document the amount of time you've saved and any challenges or issues that you've encountered along the way.

So for example, set up an AI scheduling assistant, like calendarly or clockwise, and then monitor how much time it saves you in managing appointments or resolving scheduling conflicts. So that's month two.  And then month three, share those results with your executive to demonstrate how much value you're making.

This tool is adding and how much time and thought you're giving to it. You could prepare a report or a small presentation showing how the tool has improved your efficiency, how it's reduced errors, or how it's freed up time for more strategic tasks for you.  Um, if you do have time, include some visual data, such as time tracking to make the impact really, really clear. 

Prepare a concise report highlighting the time saved and efficiencies gained, along with feedback from maybe some other team members or stakeholders who somehow have been involved with the process. So this not only showcases your initiative, but it also helps build trust and confidence in your recommendations.

So, That three month process, one quarter of the year, shows that you are breaking down these larger goals into manageable steps. You create a clear roadmap for success while ensuring each phase delivers tangible benefits.  It also shows that you are taking your goals seriously. You're taking your performance seriously.

You're taking your career development seriously. You've set a goal at the beginning of the year. You've given yourself a quarter of the year to really focus on how that goal is going to drive impact in your role and in the organization. Particularly around this example of technology. It's something that we're all going to have to look at.

If we're not already this year, how AI and other tools like that are going to help us save time and create a huge amount of impact.  So really breaking that task and that goal down into actionable, really manageable steps over a three month period is really going to help you achieve that goal. 

 So another example of this might be improving team communication. So this is really relevant for EAs because effective communication often serves as the backbone of an executive success. So by enhancing team collaboration, you not only streamline operations, but you also are helping to foster a more cohesive work environment, which reflects really positively on your role.

So if the overall goal, the big goal is improving team communication,  let's break that down into three mini goals. And let's say that you're trying to complete this over three weeks. So week one, identifying a communication platform that meets your team needs like Slack or Microsoft Teams. Week two, setting up and testing the platform with a small group of colleagues.

And then week three, rolling out the platform to the wider team and hosting a training session. So again, yes, this is based around technology, but you don't have to do it over a course of three months. You can also take a smaller goal and break it down into a three week period. This approach keeps you moving forward in manageable steps and ensures that each smaller goal builds towards a larger transformation. 

For executive assistants whose roles are often packed with competing priorities and last minute requests, this method is particularly effective. By breaking down big goals into small, actionable steps, you can make progress without feeling overwhelmed. 

This incremental approach allows you to maintain focus, stay motivated, and steadily work towards meaningful outcomes, even when your day to day responsibilities are really demanding. 

So for instance, let's say your Bigger goal is to master new AI tools for better productivity. This could transform how you manage your workload and support your executive success in what is now hugely important. So your mini goals could look like this. Month one, research the top AI tools for scheduling and email management.

Month two, implement one tool and track its impact on your workflow. Month three, share results with your executive to demonstrate value. Again, just breaking down those big lofty goals into smaller goals that you can then plan out across a period of time so that you are still doing your day to day work but you're able when you have those quieter moments to come back and complete your goals. 

So the next strategy comes from Michael Seltzner who emphasizes the power of a vision statement. A vision statement isn't about where you are now, it's about where you want to go.  Now I don't want to dwell on this too much because I know it can feel like you don't have time to create something like this. I get it. However, having a vision statement in place, even if it's just a simple sentence or two for the year, can act as a guide to keep you on track. It's something you can refer to Especially on those particularly rough days to remind yourself of what you're working towards and why it matters. 

So for example, your vision could be, I am a trusted strategic partner who streamlines operations, drives innovation and empowers my executive to achieve their goals effortlessly.

If you're struggling to craft a vision or align it with your goals, we have a post on the website about creating a vision statement. If you want to delve into this little more and I'll add that link to the show notes. 

Lastly, let's talk about protecting your time. One of the most impactful strategies for executive assistants is to say no more often than they say yes. As an EA, your calendar is likely packed with tasks, requests, and competing priorities, and it can, at times, feel impossible to step back and reassess. But here's the truth.

Not every task deserves your time. And not every request needs to be a yes.  When you prioritize your time, you create space to focus on the tasks that align with your bigger goals or contribute the most value. For example, instead of attending every meeting, you might identify which ones truly require your input and delegate the rest.

 Or instead of responding to ad hoc requests throughout the day, you can batch similar tasks to complete them more efficiently.  It's not just about protecting your workload. It's about protecting your mental energy and focus too, which is something that we do not prioritize.

Say no when appropriate. Ensures that you have the bandwidth to excel in the areas that matter most to you and your executive. This is where tools like our weekly evaluation document come in by setting aside time each week to review your goals and assess your progress. You'll gain that clarity on what's truly worth your energy and identify areas where you might need to say no to stay aligned with your priorities.

So as I said, you can download that at the eacampus. com forward slash podcast forward slash EP44 and it will really help you start to take control of your week and your time. 

So before we wrap up, let me introduce you to a concept that's truly transformative. It's something that I've just started looking into. It's Dr. Benjamin Hardy's idea that 10x is better than 2x. So this approach challenges the way that you think about growth instead of striving for small incremental improvements.

Why not aim for exponential growth?  So for executive assistants, this concept can be. Really, you know, a game changer rather than focusing on minor efficiencies, like shaving a few minutes off your meeting prep or slightly improving your email organization. Think about how you can completely overhaul the way that you work.

So, for instance, could you use AI tools to automate repetitive tasks or build a streamlined system that eliminates unnecessary steps entirely? Could you redefine your role to include more strategic responsibilities that align with your career goals?  So this method isn't about working harder. It's about, and I know this is a cliche, but this method is about working smarter.

It forces you to prioritize tasks that have the highest impact and let go of low value activities. We can still break all of these down into smaller achievable goals, but by aiming for 10 times improvements, you're encouraged to focus on really transformative solutions rather than setting for marginal gains.

And this approach not only increases your efficiency, but it also adds measurable value to your executive and your organization.  So it sounds very big, but again, we'll just break this down. So to get started, identify one area of your role where exponential improvement is possible. So ask yourself, what would it take to completely transform this process?

Then break that goal into actionable steps and start building towards that 10 times growth.  So how do we apply that? As an executive assistant. So first of all, we want to focus on high impact areas. So what are the 20 percent of tasks that produce 80 percent of your results?  And I'll say that again. What are the 20 percent of tasks that produce 80 percent of your results?

So for executive assistants, these tasks could include managing your executive's calendar to maximize their productivity. Organizing critical meetings or streamlining team workflows. For instance, if scheduling consumes a significant portion of your time, consider automating routine meeting setups using tools like Calendly or delegating non essential scheduling tasks.

Or getting other people in your team to do that bit of the meeting prep by concentrating on these high value areas, you can ensure that your energy and effort drive meaningful results. So what are the 20 percent of tasks that produce 80 percent of your results?  Next, think big. Instead of improving your current workflow slightly, ask yourself how you could completely transform it.

So, for example, instead of just creating a better filing system or tidying up your files, consider implementing a fully digital document management platform that uses AI or if travel booking is a frequent task, explore tools like TripAction  or Concur or other, Platforms that are available to streamline bookings, but also provide analytics to optimize travel expenses.

So what I'm saying is think beyond those small tweaks to envision solutions that revolutionize  how you work.  And then the final step in this process is simplifying for scale. So achieving 10 percent growth often requires cutting out what's unnecessary to focus on what truly matters.  So for EAs, this might mean decluttering your task list by starting to delegate, which is a topic we'll come on to later in this podcast series,  or simplifying the process.

So  how do we go about doing that? Simplifying the processes, like reducing the number of approval steps for, say, expense reporting that can free up time for more strategic work, such as. Pairing for quarterly planning sessions or conducting research, um, or working on your decision making, for example. 

So simplifying for scale basically means removing those low value tasks so you can create space for more impact.  So this is a big one, and I'm not saying this is something that you would take on lightly. It's really a mindset shift. It might feel really bold, but it's, Looking at the process as I have been the last, um, few weeks.

it looks like it can be incredibly freeing. It forces you to prioritize and focus only on the actions that will truly make a difference. So if you are really thinking about stepping up in 2025 and making a real big difference in how you work and wanting to see your career move forward, this might be something that will really work for you.

So again, just to give you the guy's name, who has come up with this process. It's Dr. Benjamin Hardy, and it's 10x is better than 2x. So, um, again, I'll put the information in the show notes and you can check that out.  So to wrap up, here's your action plan coming out of this podcast.  Um, I want you to write down a list of seven to 10 reasons why your goals matter.

These reasons should resonate deeply with you and serve you.  Why are you pursuing these goals? Especially on tough days? Number two, I want you to reflect on what worked and what didn't work last year. These reflections help you identify patterns, successes and areas for improvement, ensuring you build on strengths, and learn from challenges. 

Number three, I want you to think about stacking your goals, and break them into monthly or weekly mini goals. For instance, if your big goal is to master a new project management tool, set smaller milestones, like attending a training session, practicing with a test project and gradually implementing it with your team. 



Number four, I want you to think about creating a vision statement and post it where you'll see it daily. Your vision statement should reflect where you want to be by the end of the year.  So for example, I'm a trusted strategic partner who anticipates needs. Drives efficiency and empowers my executive to succeed. 

Number five, protect your time fiercely. Like you do with your executive. Block time for higher value tasks. Say no to live priority distractions and use tools like our weekly evaluation document to stay aligned with your priorities.  Lastly, number six, adopt a 10 times mindset by focusing on a transformational growth rather than incremental changes.

Ask yourself, how can I completely transform this process or system? For example, instead of organizing meetings manually, Implement a scheduling AI to automate the process entirely.  This entire plan is not about overloading yourself, but about focusing on what truly matters and creating systems to make your goals achievable and impactful. 

So don't forget to download your free resources like the smart goal setting template and the weekly evaluation document. This is all in the show notes.  These tools are designed to help you set meaningful goals and track your progress throughout the year. So thank you for joining me for this first episode of 2025 on the EA Campus podcast. I'm so glad to be back doing the podcast. I hope you found this episode useful.  Please remember that we have loads of events going on this month.

We have the Sustainable Events Masterclass. Also have our develop virtual summit. Um, if you have found this podcast useful, we are covering a lot of this in the virtual summit coming up on the 31st of January. And then lastly, please share this with your network or leave a review. It really helps us reach more EAs who want to grow and thrive.

 So until next time I'm reminding you to dream big, stay focused and take advantage of the free tools available at the EA campus. See you next time.