The EA Campus Podcast
Do you want to know what it takes to work as a high-performing Executive Assistant? You’ll find out when you listen to The EA Campus podcast. Join Nicky Christmas, the Founder of The EA Campus, for a weekly interview with successful Assistants who all have first-hand experience and lessons to share on what it takes to excel in the role. Tune in, get inspired, and learn how to create an Assistant career where you are valued, motivate,d and ready to face every challenge head-on. Whether you are an Assistant just starting in your career or prepared to move to the next level, building a successful Assistant career just got a little easier with The EA Campus Podcast!
The EA Campus Podcast
EP 52: Can We Talk About Ad-Hoc Tasks?
Ad-hoc tasks are an inevitable part of the Assistant role, but when they start taking over your day, they can prevent you from focusing on strategic, high-impact work. In this episode, we break down how to manage, track, and take control of ad-hoc tasks so they don’t define your role.
We’ll cover:
- What ad-hoc tasks are and why they impact Assistants more than other roles How to quantify them so they don’t disappear into ‘invisible work’
- Strategies to push back on unnecessary requests while maintaining great relationships
- How to approach your Executive when ad-hoc work is dominating your workload
- What to do if your role has become entirely reactive
Listen in for practical tips and a step-by-step approach to making sure these tasks work for you, not against you.
Resources & Links Mentioned:
- Ad-Hoc Task Tracker & Prioritization Template – Start tracking your ad-hoc tasks and take control of your workload. Download the template
- Assistant Fundamentals Masterclass – Strengthen your foundational skills. Join the masterclass
- Community Webinar: Creating a User Manual for Your Executive – Learn how to set expectations with your executive. Sign up here
- Mastering Automation Masterclass – Learn how to streamline and automate repetitive tasks. Register now
Show Notes
00:00 – Welcome & March Event Round-Up
- Overview of upcoming EA Campus events and why you should join.
04:15 – What Are Ad-Hoc Tasks & Why They Matter
- Definition of ad-hoc tasks and why they impact Assistants more than other roles.
09:30 – The Challenge: Requests from Colleagues vs. Executives
- Why colleagues don’t always recognize the impact of their requests.
- How to manage last-minute requests from your Executive.
15:45 – How to Quantify & Track Ad-Hoc Tasks
- The importance of tracking and logging these tasks.
- How to use data to make a case for workload balance.
22:10 – How to Take Control & Set Boundaries
- Practical strategies to manage ad-hoc tasks effectively.
- How to push back professionally while maintaining strong relationships.
30:00 – What to Do if Ad-Hoc Tasks Are Your Whole Job
- Signs your role needs redefining.
- How to have a productive conversation with your Executive.
- The impact of updating your job description and performance review criteria.
38:20 – Final Thoughts & Call to Action
- Try the one-week ad-hoc tracking challenge and share your insights in The EA Campus Community.
A word about this week's Podcast Partner - Vimcal EA. Vimcal EA is a powerful scheduling layer that integrates seamlessly with your existing Google or Outlook calendar. No switching platforms, disruptions, or learning curve. Designed specifically for EAs, Vimcal EA doesn’t replace your current system; it enhances it. Once connected, all your existing events sync and you can begin managing your executives’ calendars with more precision, fewer clicks, and way less back-and-forth.