Let’s set the scene: You’re powering through your to-do list, everything is running smoothly, and then, suddenly, your phone pings with a message from your executive that starts with “Quick question…” or “Hey, can you handle this ASAP?”
If you’ve been an executive assistant long enough, you know what’s coming next: a curveball. It’s the nature of the job. But before you spiral into panic mode, take a deep breath. Managing last-minute requests is where we truly shine, and it’s honestly one of my favorite challenges. It’s like solving a puzzle on a ticking clock — exhilarating in its own way (or maybe I’m just a little crazy).
Here’s how I tackle these surprise tasks head-on without breaking a sweat.
1. Pause and Assess the Situation
The first instinct might be to jump into action, but I’ve learned that a quick pause saves time in the long run. Take 30 seconds to assess what’s actually being asked of you. Does this need to be done right now, or can it wait until later today? Is it a high-priority task or just something your exec remembered last minute?
If I’m ever unsure about the urgency, I’ll respond with something like, “Got it! Just finishing up X task. Is this needed in the next hour, or can I handle later today?” It buys you clarity and a little breathing room.
2. Lean on Your Systems and Tools
This is where my obsession with planning and organization pays off. When a last-minute task comes my way, I immediately open my calendar and planner. I do a quick mental shuffle, reorganizing less critical tasks for tomorrow or the end of the day.
This might sound rigid, but having a structured plan helps me pivot quickly. It’s like trying to reroute traffic when you’ve got a detailed map — so much easier than guessing your way around.
3. Don’t Be Afraid to Clarify or Push Back (Nicely)
There’s a fine line between being an absolute rockstar of an assistant and a pushover who says “yes” to everything without thinking. If you’re overloaded or knee-deep in a critical task, it’s okay to gently push back.
I usually say something like, “I’m in the middle of finishing this spreadsheet before your next meeting. If this needs to be done immediately, I can switch gears, but it might push this back. Let me know what’s more urgent for you.” Nine times out of ten, they’ll appreciate the transparency and help you prioritize.
4. Tap Into Your Network
As an executive assistant, you have a mini network of go-to people — whether it’s the IT guy who can fix a Zoom link in seconds or the colleague who always seems to know where the missing files are. Don’t be afraid to reach out when a last-minute task is outside your expertise or could be handled quicker by someone else.
If I get a last-minute request to book a restaurant for an unexpected dinner meeting (like, yesterday), I’ll call up my sister (who’s also an assistant) and ask where her boss recently had a great meal. She gives me a quick recommendation, I make the reservation, and send the details back to my exec in minutes. It’s a family affair — teamwork makes the dream work!
5. Stay Calm and Communicate Clearly
The more stressed you get, the harder it is to get anything done efficiently. It’s easy to feel flustered when unexpected tasks pop up, but staying calm is half the battle. I’ve learned to pause, take a deep breath, and give myself a little pep talk. Then, I put my head down, focus, and zero in on finishing the task. That well deserved sunshine walk comes after — it’s my reward for powering through!
When updating your exec, be concise. They don’t need the full backstory of how you managed to rearrange an entire schedule to fit their request. A quick, “All set, booked it for 6 PM as requested. Here’s the confirmation link,” is enough to show you’ve handled it without a hitch.
6. Reflect After the Rush
Once the storm has passed and you’re back on steady ground, take a moment to reflect on how it went. you have to scramble for contact info? Was there a resource you wished you had? Jot it down and prep for the next time.
I keep an ongoing list in my notes app of things to add to my toolkit — whether it’s a key contact or a faster way to locate a document. It might seem like extra work, but trust me, it’s saved me countless times. I can’t stress this enough: those little cheat codes and quick notes will save you so much time in the long run. Yes, it can be a pain to create and update them, but it’s absolutely worth the effort.
Final Thoughts
The truth is, we can’t predict the curveballs our executives will throw our way, but we can be ready to handle them with confidence and finesse. It’s all about staying calm, relying on your tried-and-true systems, and communicating clearly when needed. So the next time you get that “urgent” Slack message or last-minute text, you’ll know exactly how to tackle it.
But let me be real for a second — I’m not some superhuman. I get overwhelmed, too. There are definitely days when it feels like everything is caving in, and the to-do list seems endless. On those days, I have to remind myself that there’s always a light at the end of the tunnel. And even more importantly, I remember that there’s a whole life outside of this job. My value goes way beyond what I can do in the office, and while I love what I do, it’s essential to keep that perspective in mind.
So when things get tough, take a moment to breathe, remind yourself of your worth beyond the work, and know that you’ve got this. Handling the unexpected is what sets us apart, and trust me — it is noticed, even if they don’t always say it.
Here’s to being the calm in the storm — we’ve got this! 🥂
