Starting a New EA Job? What You Should Do to Make a Good Impression.

When you decide to look for a change or if you want to move on to a new department or job, your search starts with finding a role you’d like. Updating your resume, references, or recommendation letters, applying to the position, and then waiting to be called for an interview are all part of the process. Whether it was a 3-stage interview you had or more, it’s all nerve-racking.

Then, of course, finally, you made it congratulations, you get an offer which hopefully you are happy with, and now you have an official start date.

What should you do to establish a presence while you are waiting before your first day on the job? How do you make a thoughtful first impression before beginning your role?

Well, I had tried a few things in the past that were well-received; and I impressed my new employer before I stepped foot on the job.

I called this practice a “Getting to know your executives’ likes and dislikes questionnaire.” It served me well in gathering information that helped support them. It worked out perfectly as it became a handy tool, so you don’t have to repeatedly ask for the same information; instead, it is kept as a record to refer to when needed.

I created my template, and through different role changes, I customized the template based on the personality type of the executive I support. I would update/remove or add as I see fit for the role/executive or department.  Listed below are a few sample questions under different categories that I have included on my template:

For busy days & in between meetings:

Coffee/tea/or food preferences:

• How do you like your coffee or tea? If any, where you like to buy it from?
• Lunches: your favorite spots & what’s your go-to meal?
• Do you have any food allergies that I should know about?
• Restaurant to dine at for work lunches or breakfast? If you have any preference, please list the names:
• Bars or lounges for quick business drinks, please list:
• For any selection of quick snacks, please list

Contact information to keep on file:

• Home number?
• Home address?
• Mobile number?
• Emergency contact name & phone number, and relation to you?

If you would like me to book a personal appointment, please provide complete contact information with addresses such as:

• Family Doctor’s annual checkup.
• Eye checkup.
• Dentist.
• Hair salon

For Travel & booking:

• Please provide a corporate card number & expiry date, a 3-digit number at the back of the card
• Do you prefer a window seat or an aisle seat when flying?
• If it can be avoided, do you prefer direct flights or connections?
• Do you prefer to travel on a particular day of the week? Such as Mondays, be home Thursdays. No Friday travels
• Please provide frequent flyer numbers (Air Canada, BA, Emirates, etc.).
• Do you prefer to travel on specific airlines? Or whatever is cheapest at the time of booking?
• Hotel accommodations: do you prefer a King bed or queen? Non-smoking or smoking?
• Preference on hotel chain (brand) for stays or what makes the most sense at booking time?
• Please provide numbers, if any, regarding hotel loyalty programs.
• Flight travel time: for short flights, do you prefer morning/mid-afternoon/or overnight for long haul flights

Travel Documents for record-keeping purposes

(Depending on your travel destination; copies only)

• Passport
• Driver license ID
• National ID other than Canadian (Green Card, Other Country ID, etc.)

Status & family members

(Purpose: for keeping your commitment & work commitment from overlapping, for my awareness of the essential people in your life and celebration dates)

• Spouse name?
• Children’s names?
• Your birthday day/month-only
• work anniversary date

Calendar – meetings/breaks/ downtime

• What’s the earliest that I may schedule a meeting in the morning? E.g., 7:30am or 8:00am
• What’s the latest time I may schedule a meeting after 5 pm?
• For efficiency & save travel time are you good with conference calls instead of face-to-face meetings in the event you are on the road driving/traveling or in a time-constrained situation
• 1:1 meeting with your direct reports: how often do you prefer to check in with them? Any preference for a day of the week/or time slot in your calendar?
• How often do you meet with your superior? What day & time of the week? Do you prepare work or a status report to take to your 1:1?
• Meeting materials – do you prefer to take a printout(s) or view it electronically via iPad?
• How often do you prefer downtime to be scheduled in your day? Example: 30min block for the morning/an hour block for lunchtime/and 30min blocks for the end of the day. FYI, there will be built-in travel time blocks for meetings depending on location.
• Do you prefer a light day on Fridays or no meetings on Fridays? Depending on your high-level priorities within your week/day. Where might it be possible to schedule work from home on Fridays?
• Vacation time preference: Winter months & summer months. Do you usually book time off? What are the dates? Is there an upcoming vacation scheduled?

In summary, I hope you find this helpful practice. Some of you are already using a similar best approach for your roles. Share or comment below on your best practices to impress your executive when joining a new job.