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Q & A with Jan Jones: The Most Effective Leadership Traits for Executive Assistants

You don’t have to hold a position in order to be a leader.
Henry Ford

In this article, Author Jan Jones discusses the most effective leadership traits to enhance the credibility and status of the executive assistant.

FlyPrivate is a proud partner and associate of Jan Jones. Jan brings valuable, actionable information to EAs across the globe. We hope you enjoy her blogs as much as we do! 

FlyPrivate: What are the most effective leadership traits to enhance the credibility and status of executive assistants?  

Jan Jones: Executive assistants today are constantly being told “Assistants are leaders.” However, those words are not synonymous. Some assistants embrace the “assistants are leaders” mantra unquestioningly, others are not quite sure that assistants are leaders, or if they themselves have what it takes to be a leader.

Is every assistant a leader? No. Does every assistant think and perform like a leader? No. Can leadership be practiced and learned? Certainly. Do all assistants have the potential to be leaders? Absolutely.  

Here are some hallmarks of renowned leaders. Since EAs serve as their executive’s deputy, the goal is to exhibit the same positive traits their leader executives do, even if it is on a smaller scale. Understanding and modeling these traits will benefit assistants throughout their career, whether they stay in the EA role, take on a different opportunity, or start a business. Your objective doesn’t have to be to set the entire world on fire. Making an impact within your sphere of influence may be enough. For assistants with their sights on broader horizons, developing these traits will take you a long way into a promising future.

Leaders are Visionaries. Leaders have foresight and vision. Envisioning the “big picture”, the possibility, the potential. Visionary leaders take steps to make their vision a reality. As an EA, what possibility and potential can you see – at the level of your routine tasks, or on a bigger scale – that will make a difference to your performance, and lift up the performance of your executive and team?

What about your vision for your own growth and development? How are you developing your prospects? What is your commitment to yourself to bring about your vision for your life? Think big and don’t hesitate to take even small steps in the direction of that vision. Proverbs 29.18 in the Bible says “Where there is no vision, the people perish.” Don’t perish for lack of vision. Thrive and give yourself the life you deserve.

Leaders are Effective Communicators. Not only do leaders see the big picture, they are able to communicate it clearly. They get their point across and get others to buy in, because they share the Why of the vision. How are you communicating the vision of your organization? Understand that communication is also non-verbal so it’s not just what you say, it’s what you do, how you live, how you show up in your demeanor, in the work you produce. Your words have to mirror your actions, or your communication will be hollow and you’ll lose credibility.

In my book, “The CEO’s Secret Weapon” I say that the assistant is the executive’s “brand ambassador.”  To be a brand ambassador, you must communicate clearly, effectively and diplomatically. You must always be on-message. There can’t be any doubt that you know exactly what you are talking about. You are also a brand ambassador for yourself. Develop a credible air of authority in your aura. Leaders represent themselves as confident and capable. They inspire confidence in others. This is how you build your influence. EA trainer Adam Fidler encourages assistants to develop “executive presence.” This is precisely what that is – credibility, capability, confidence.

Leaders are Experts at Execution. Leaders know how to get tangible results. General Omar Bradley, who led the American forces on D-Day, said repeatedly “Amateurs talk about strategy. Professionals talk about logistics.” Remember this when you hear EA trainers constantly pushing the “Strategic Business Partner” narrative. There must be an effective plan for implementing strategy, otherwise strategy is dead in the water. When CEOs are fired for performance issues, it’s not because their strategy is flawed but because of poor execution of that strategy. Expert assistants understand what needs to be done, and they know how to get it done. Disciplined, focused and methodical, they follow through in executing objectives.

Leaders are Motivators. Leaders are able to motivate the team to get behind an idea. They inspire people to believe in themselves and their abilities. At one of my jobs, my boss would urge me to “light a fire” under our executives and teams, because I demonstrated a can-do spirit and a sense of certainty we could achieve our goals. He felt I was an exemplary ambassador for the vision he had for his company. Many executive assistants have access to high places. Pay attention to how executives at that level function so you can develop your stature and credibility. Make your enthusiasm for your job and your company a tangible aspiration for your colleagues to emulate.

Leaders are Passionate. Leaders are all-in with their mission. They know what they want to achieve and move confidently in that direction with high energy and determination. To be a superior EA, bring passion to your job. Love what you are doing and immerse yourself wholeheartedly in it.

Leaders are Focused. Leaders are seldom deterred or distracted from their goal, and if they are, they know how to quickly get back on track. Tony Robbins says “where focus goes, energy flows”. Keep your focus on your priorities and goals.

Leaders are Creative Thinkers and Problem Solvers. Leaders are solution-oriented and find ways to come up with the answers. They remain curious and interested. Leaders are not afraid to ask questions. They know how to troubleshoot and implement solutions by keeping the goal in mind. Leaders approach everything with a possibility mindset. Similarly, creative assistants always find ways to get better and do better.

Leaders take Responsibility. Response-ability: the ability to respond. To do that you must be alert. Assistants often complain they don’t have authority. It could be because they haven’t yet developed the ability to respond to what is necessary. Leaders step up and take charge when the need arises. They don’t hesitate to make themselves responsible for getting the job done and they accept the consequences of their decisions. This is one area where EAs need practice if they want to be considered a leader. Assistants like the idea of being a leader, but many don’t want to carry the burden of responsibility. Develop your response-ability. It shows you have courage, belief and trust in yourself. It will set you apart from others in a hurry.

Leaders are Courageous. Leaders know who they are. They have strength of character that can see them through daunting situations. They stand up for their beliefs and defend those who are in need of their protection. Leaders make difficult decisions and don’t back down from doing what’s right even if it’s unpopular. They are able to withstand the onslaught of unprovoked attacks on their credibility and reputation, and are fearless in the face of adversity. Courageous leaders are powerful influencers because their teams see they don’t hesitate to do what’s right. I’ve seen this first-hand in recent interactions with executive assistants. Courageous leaders stand up for what’s right in the face of mob rule and bullying. They hold themselves and others accountable. They don’t hesitate to call people out for their bad or cowardly behavior. Courageous leaders deal with conflict head-on because they know it builds their courage and problem-solving ability. They speak up even when it would be easier to just go along.

Leaders are Emotionally Intelligent. EI is about how you manage yourself and your relationships. Many EAs have excellent empathy skills, naturally sensing how others are feeling. They excel in the EA profession because they are adaptable. They can juggle numerous demands and adjust well to constant changes in priorities. Daniel Goleman says the ability to empathize and take an interest in others’ concerns is what helps us to get along with a diverse group of people. EAs certainly demonstrate this with the varied groups of executives and teams they support. Particularly strong in inter-personal skills, EAs should be careful not to get caught up in empathizing too much, always trying to please everyone, or trying to be liked. You can’t be in giving mode indefinitely without it taking a physical and emotional toll on you.   

Leaders are Intolerant of Mediocrity. Leaders don’t hesitate to challenge the status quo. As an EA, one of my biggest contributions to the companies I worked for was challenging status quo thinking. I didn’t hesitate to recommend or make changes that were necessary, and I always provided a rational explanation for why those changes needed to be made. Average ways of thinking and doing things that don’t propel you to next-level performance are a waste of time. Keep striving for excellence at all levels. Even incremental changes will help to set you apart from all the other assistants who perform the same tasks you do, but who can’t match the creativity and ingenuity you bring to those tasks to make you a game-changer. 

With leaders there is no one-size-fits-all. Leaders are diverse and multi-dimensional. They bring numerous talents to the table and are a constant source of inspiration to the world. No, you don’t need a title to be a leader and if you are confident about yourself and your ability, you won’t sweat over a title. To influence and lead you need self-belief, integrity, a sense of purpose, courage to take the lead, communicate effectively, accept responsibility and get things done. All these hallmarks of effective leaders take practice. Keep company with peers who are strong, capable and fearless. Develop stamina to keep moving forward. Executive assistants who develop these skills will expand their leadership capability and influence. Here’s to the leader within you!


©The CEO’s Secret Weapon. The ideas expressed in this article and any text extracted from “The CEO’s Secret Weapon” are the intellectual property and copyrighted to Jan Jones. All rights reserved. No unauthorized usage or duplication by any means is permitted without the express consent of the author.

Author: Jan Jones

Want more from Jan Jones? Check out her Q & A Series!

Jan Jones is the author of “The CEO’s Secret Weapon How Great Leaders and Their Assistants Maximize Productivity and Effectiveness.” The book has received widespread acclaim from executives and executive assistants worldwide. Jan spent 20+ years as an esteemed international executive assistant to well-known business people, including Tony Robbins, the world’s #1 business and life strategist. Jan continues to champion the executive assistant profession with her writing, consulting and speaking. She offers timeless, practical advice that is relevant to the day-to-day role of the executive assistant. 

Jan Jones Worldwide

Visit Amazon to purchase Jan Jones’ book and visit her website:
The CEO’s Secret Weapon.

The CEO’s Secret Weapon: How Great Leaders and Their Assistants Maximize Productivity and Effectiveness

Jan Jones

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Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.

You’ll Love the Citation Excel!

The Cessna Citation Excel was first introduced to the world in 1997. The Citation Excel was modeled around the airframe of larger, super midsize jet the Citation X. The Citation Excel wings were modeled from the Citation Ultras and the fuselage is basically the same as the Citation VII, which the Excel has since replaced.

The Citation Excel (also referred to as the Citation XL, Citation XLS, or Citation XLS+) was designed for travelers looking for the space, range and comforts of a midsize jet with the cost, takeoff, and
landing capabilities of a light jet. The Excel can reach full altitude in only 18 minutes and can take off from shorter runways than any other midsize jet. The pilot-friendly design of the cockpit on the
Citation Excel allows for an easy preflight check and the Honeywell Primus 1000 avionics system allows pilots to have all the
information they need on only three display screens.

The interior of the Citation Excel can comfortably fit up to
8 passengers with several different cabin configurations. The cabin is over 18 feet long with enough height to stand up in, over a half of a foot taller than other jets in the midsize class. The interior also has sliding headrests, fold-out tables, a refreshment center, and is
quieter than competing jets. The Citation Excel has a generous
baggage compartment providing 80 cubic feet of external storage and another internal closet to hold a few smaller items.

The Citation Excel truly is a favorite amongst private fliers. There are more flights flown on a Citation Excel than any other model of aircraft. Cessna has since developed updated models of the Excel, the Citation XLS and XLS+, with newer avionics and engine
computers. The Excel is so popular because it offers the range,
comfort, and baggage capacity of a midsize jet while operating more like a light jet with it’s runway capabilities and value for the money.

To request a Citation Excel for your next trip, please contact us. We would be happy to provide you with a flight quote.

Citation Excel Specifications

Citation XLS Specifications

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Website: www.flyprivate.com
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All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.

10 Most Popular Private Jets

There are over 3 million trips flown in the US on private aircraft each year. These 10 models are flown most often.

  1. Citation Excel, XLS, XLS+
  2. Phenom 300
  3. Hawker 1000900XP, 900, 850, 800XP
  4. Citation V, Ultra, Encore
  5. Challenger 300, Challenger 350
  6. Citation Sovereign
  7. Gulfstream IV, IVSP, G450
  8. Challenger 604, Challenger 605
  9. Hawker 400XP
  10. Citation Jet 3, Citation Jet 4

When you use FlyPrivate you have access to these and many other great aircraft. Allow our experience to work for you.

For more information check out our brochure or contact us with any questions. You can also request a flight quote on our website or by giving us a call!

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Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.

Redefine Luxury in a Gulfstream 450

The Gulfstream 450 is a long-range heavy jet and is considered one of the best in its class. According to Gulfstream, “Functionality is a mainstay of the Gulfstream G450. This is an aircraft that offers more payload, more cabin configurations and has a cockpit equipped with advanced guidance systems, some of which aren’t even available outside the Gulfstream fleet.”

The G450 can travel non-stop over 5,005 statute miles at a cruise speed of 562 mph, making it ideal for trans-continental trips, as well as cross-country flights. With a full galley containing a conventional oven, microwave oven, sink, cooled storage, china dinnerware and stemware, full meal service can easily be arranged. This jet offers a fully enclosed lavatory with closets for additional storage. There is also 169 cubic feet of ample baggage space that is accessible while in-flight.

The Gulfstream G450 sets the standard for luxury, reliability and performance. The heavy jet can seat up to 16 people at max capacity in the large stand-up cabin and berth up to six. The cabin is ideal for conducting business with its advanced soundproofing technologies that cuts outside noise significantly. To combat fatigue and contribute to passenger comfort, fresh air is circulated around the cabin every two minutes. The 12 oval windows allow for more natural light in the cabin making for a more enjoyable ride.

The spacious interior of the Gulfstream G450 is 1525 cubic feet, with a cabin height of 6′ 2″, width of 7′ 3″ and length of 45′ 1″. Many G450s come standard with other cabin technologies including: a seven-channel Honeywell satellite communications system, CD/DVD player, Wi-Fi network, printer, fax machine, LCD TV screens, cabin audio system, electrical outlets, and tables to conduct work.

Images courtesy of www.gulfstream.com

The impressive range and speed of the Gulfstream G450 is due largely to the new wing design that helps cut down on drag and help with fuel capacity and consumption. The technological capabilities in the cockpit are also quite impressive. Gulfstream boasts that “the most advanced technology comes standard issue in the Gulfstream G450 PlaneView cockpit. Four multifunction 14-inch liquid crystal display units provide layers of data such as interactive navigation, electronic approach charts, and satellite and radar weather images. Colorful graphics paired with well-organized, streamlined data
improve pilots’ situational awareness and their ability to respond to changing conditions.” Equipped with an Enhanced Vision System (EVS) and Head-Up Display (HUD), pilots can easily monitor their surroundings even in low visibility conditions.

To request a Gulfstream G450 for your next trip, contact us!

We’d love to hear from you! Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.

Fly in the Five-Star Falcon 2000

Photos courtesy of Dassault Falcon

The Dassault Falcon 2000 is a heavy jet that was designed to be more economical option to it’s sister jet the Falcon 900, without
sacrificing any of the performance standards that private fliers have grown to love. The Falcon 2000 can travel the U.S. from coast to coast at fast cruise speeds with ease and with impressive fuel
economy. The Falcon 2000 typically seats 8-10 and can travel 3,100
nautical miles at average speeds up to 515 mph. It can climb to 37,000 feet in nineteen minutes.

The Falcon 2000 shares the wing and forward fuselage design of the Falcon 900, but differs in design. The 2000s were purposely
designed to have a smaller transcontinental range than the 900s to eliminate the need for three engines. The two CFE738 engines allow for the jet to typically need less downtime for repairs and
maintenance. The Falcon 2000s also have a redesigned wing,
eliminating inboard slats.

Falcon 2000LXS

This Falcon 2000 was the first private jet that Dassault designed digitally on a computer without a physical model. The CATIA
software used to design the Falcon 2000s helped improve the
aerodynamic structure and made it possible to simplify the jet’s
systems.

The Falcon 2000s use the Collins Pro Line 4 avionics suite. Systems are grouped by their function and are set up so they coincide with the display screens that control those functions.

The Falcon 2000 offers a quiet, roomy cabin with some seats that can be reconfigured into beds for a mid-flight nap. The Falcon 2000 also offers 131 cubic feet of internal baggage space, holding up to 1,600 pounds.

Few other jets in its class can compete with the Falcon 2000 in terms of passenger comfort, speed, and performance.

Falcon 2000 Aircraft Specifications

Flight Quote Request

We’d love to hear from you! Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.

Say Hello to the Citation Jet 3

Photos courtesy of Cessna

The Cessna Citation Jet 3 was flown for the first time in 2003 as an upgrade to already popular Citation Jet 2. It is the sixth generation of the popular Citation Jet series. With a number of enhancements, this light jet is extremely popular amongst private fliers looking for an economical, reliable and high-performing aircraft.

The Citation Jet 3 (CJ3) was designed for mid-range trips, able to travel 1581 statute miles (or about five hours) before needing a fuel stop. The CJ3 cruises at average speeds of 480 mph and offers impressive short runway capabilities, allowing it to be chartered in and out of smaller airports closer to your destination.

Citation Jet 3+

This jet is incredibly fuel-efficient due in large part to the Williams/Rolls-Royce FJ44-3A turbofan engines that provide 480 lbs. more thrust at takeoff than the Citation Jet 2. Another contributing factor to the improved fuel economy is the use of natural laminar flow wings which improve overall lift-to-drag performance and smooth landing gear which also contributes to lower fuel consumption.

When it comes to cabin comforts, the CJ3’s cabin sits six passengers comfortably, has multiple outlets for all of your electronic devices, writing tables to allow for productivity in flight, a lavatory, and a small internal baggage compartment that can be accessed while flying. The cabin measures 15′ 8″ in length, 4′ 9″ in height and 4′ 10″ in width. The external baggage space in the Citation Jet 3 is generous at 70 cubic feet and can hold several pieces of luggage.

CJ3s are well liked by passengers and pilots alike for their reputation of superior performance, reliability, and affordability.

Our management team is always at your service. Please contact us if you have any questions or would like us to quote your next trip.

Flight Request

We’d love to hear from you! Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.