MAGGIE VIDEAN
EA Educator,
linkedin.com/in/maggie-videan-12a1669

THE STRATEGIC ROLE OF AN EXECUTIVE ASSISTANT – PART ONE

This session will focus on empowering EAs to deeply understand their organisations, from overarching business strategies to day-to-day operations. Through practical advice, participants will learn how to align their support with business goals and contribute to organisational success.

• Decoding business strategies: Key terms and concepts every EA should know
• How can you anticipate business needs and aligning priorities with leadership goals
• Discussing practical tools for staying informed about industry trends and organizational shifts.

This session will be designed to bridge the gap between administrative expertise and business acumen, helping EAs become indispensable strategic partners.

PANELLISTS:

SARAH BISHOP
Executive Assistant, Gilbert + Tobin

CATHERINE WROTH
Senior Executive Assistant to the Secretary, NSW Department of Education

MARISA RAUCCI
EA to CEO, Melbourne Convention and Exhibition Centre

STEPHANIE TAMVAKOLOS
Personal Assistant to General Manager, Cpb Contractors

This fireside chat will focus on real-world examples of how Ema has spearheaded strategic initiatives, juggled C-Suite executives and contributed directly to organisational success over the course of her 17-year tenure

• Let’s kick off and talk about you Ema, your background and your experience?
• Can you give real-world examples of evolving yourself in the role of EA?
• What advice would you give when dealing with cultural differences, balancing priorities and pressures?
• Do you have any strategies to build trust and influence with leadership and stakeholders?
• What steps would you take in navigating challenges and creating measurable outcomes – business as usual without emotion?
• Final takeaways and closing remarks for our audience today

EMA VOLAVOLA
former EA to the MD of BORG.

10.20 MORNING TEA AND NETWORKING BREAK

Objective: Equip Executive Assistants with the knowledge and tools to navigate crises effectively by understanding their critical role, developing proactive strategies, and enhancing personal resilience.

Workshop Breakdown:
1. Introduction: The EA’s Role in Crisis Management
Overview of how crises impact organisations (organisational, reputational, personal).
The EA as a strategic partner: critical support for leadership during high-pressure situations.
Key skills EAs need during a crisis: adaptability, clear communication, and decision-making.
Interactive Activity:
Group discussion: “What is your biggest challenge in crisis management?”

2. Proactive planning for the unexpected
Identifying potential crises: organisational vs. personal vs. reputational.
Developing contingency plans: key documents, communication trees, and response templates.
Tools and resources to stay prepared (e.g., crisis binders, digital dashboards, or apps).
Exercise:
Small group activity: Create a simple crisis response plan for a sample scenario (e.g., IT failure, leadership health crisis, PR incident).

3. Enhancing your role in the leadership team
Strategies for aligning with leadership priorities during a crisis.
Communicating clearly and calmly: being the "calm in the storm."
How to give and receive feedback post-crisis to improve future response.
Role-Playing Exercise:
Participants practice delivering a key message to a stakeholder in a simulated crisis scenario.

4. Q&A and Key Takeaways
Open floor for questions and sharing of insights.
Recap of key lessons: Proactive planning, resilience, and effective communication.

Outcomes:
Participants will leave with a better understanding of:

• Their role as a stabilising force during crises
• Tools and strategies to plan for the unexpected
• Techniques to manage stress and build resilience under pressure
• Enhanced confidence in providing essential support to leadership during crises

LEADER:

HANNAH TAN
Crisis Management Expert, NBN Co.

11.40 TOILET AND REFRESHMENT BREAK

Objective: Equip Executive Assistants (EAs) with practical tools to build resilience, manage stress effectively, and maintain personal well-being while supporting high-level leadership in demanding environments.

Workshop Breakdown:

1. Welcome and Introduction
Overview of the session’s goals: enhancing resilience, understanding stress, and learning actionable techniques.
Quick poll or discussion: “What are your biggest stress triggers as an EA?”
2. Understanding the link between stress and decision-making
Brief explanation of how stress impacts cognitive functions such as memory, focus, and problem-solving.

• Real-world examples of how stress can influence decision-making under pressure.
• Discussion on recognizing early signs of stress in yourself and others.

Interactive Reflection:
Participants share personal experiences or observations of how stress has affected their decision-making.

3. Building personal resilience: Techniques and strategies

• Understanding its role in emotional regulation and clarity
• Prioritising tasks effectively to reduce overwhelm
• Practical steps to set and communicate healthy boundaries with leadership and peers

Practical Tips:
Time-blocking and delegation techniques to manage workload.
Setting up digital boundaries (e.g., managing notifications, email timing).

4. Supporting leadership while maintaining personal well-being

• Balancing the dual responsibility of supporting others while caring for yourself
• Techniques to remain calm and composed during leadership crises
• How to diplomatically advocate for your needs when under pressure

Discussion Prompt:
“What’s one way you’ve successfully set boundaries or managed stress while supporting leadership?”

5. Practical Exercise: Guided Mindfulness or Breathing Exercise
Lead participants through a short, practical breathing or mindfulness exercise designed to lower immediate stress.
Encourage reflection on how they felt before and after the exercise.

6. Q&A and Key Takeaways
Open the floor for questions and additional insights.
Recap of key points: Recognizing stress, building resilience, and maintaining well-being.
Encourage participants to set one actionable goal to improve their resilience in the coming weeks.

Outcomes:

By the end of the workshop, participants will:
• Understand how stress impacts their decision-making and learn to recognize early warning signs.
• Gain practical tools to build resilience through mindfulness, time management, and boundary setting.
• Feel empowered to maintain personal well-being while providing exceptional support to leadership.

Leader:

TOMMY PULLEINE
Certified Resilience Coach, Mindset Training

13.20 NETWORKING LUNCH

Executive Assistants are often at the centre of leadership decisions, competing priorities, and shifting organisational dynamics. In this role, you’re more than support, you’re the backbone. You balance diplomacy, protect reputations, and influence outcomes.
This discussion is designed to explore how we can remain trusted, influential partners while maintaining integrity and the unseen pressures of the role.

Discussion Framework

1. Navigating Power Dynamics:
How do you handle situations where two senior leaders both want their priorities met first, without compromising your neutrality?

How do you set boundaries when colleagues bypass you to go directly to your executive, while still keeping the relationship professional?

How do you decide when to step in and when to step back?

2. Building Trust Across Teams:

How do you encourage collaboration between departments?

How do you contribute to team cohesiveness?

How do actively build trust with your Executive?

3. Increasing your Influence

List the many ways you represent your Executive

What’s worked for you when sharing ideas or solutions so they’re taken seriously?

How can you showcase your value without seeming self-promotional?

Wrap-Up (2–3 mins)
Share one key takeaway or practical tip for handling influence and integrity in your role.

MODERATOR:

MAGGIE VIDEAN
EA Educator, linkedin.com/in/maggie-videan-12a1669

A joint presentation on how to nurture your executive-EA duo to showcase how trust, communication, and collaboration lead to unparalleled success.

• What does it take to build synergy and a unified vision?
• How do you create boundaries and maintain balance?
• What practical tips can you give for nurturing a high-performing partnership?

ASHLEIGH MARINOVIC
Executive Assistant to Chief Compliance Officer, Aristocrat Leisure

15:30 AFTERNOON TEA

This session explores the various strategies and approaches that EAs can utilise to drive meaningful change within their organisations. Through discussion and practical examples, attendees will learn how to leverage their unique positions, skills, and influence to create positive impacts.

• Learn how EAs can use their proximity to decision-makers to advocate for and implement impactful changes

• Discover ways to foster partnerships across teams and departments to support organisational goals

• Gain actionable insights on identifying opportunities, proposing solutions, and leading initiatives that align with the organisation's mission.

• Encouraging the team to leverage knowledge between everyone

AMY MOORE
Office Manager, Macquarie Group

A candid discussion with two contributors and interweaving in the audience into the conversation on balancing professional demands with personal life in a hybrid work model, featuring insights from seasoned EAs.

• What tips and tricks would you give for adapting to the hybrid workplace: Challenges and solutions

• What advice would you give on how to manage executive schedules in a flexible work environment

• What advice would you give on how to manage your WFH relationship with your Executive?

CHAIR:

MAGGIE VIDEAN
EA Educator, University of Sydney

Hypothetical scenarios for this session above:

Adapting to the Hybrid Workplace — Challenges and Solutions
Goal: Share real-world strategies for staying productive and connected in a hybrid setup.

Managing Executive Schedules in a Flexible Work Environment
Goal: Explore ways to keep calendars efficient and aligned despite changing work locations.

Managing Your WFH Relationship with Your Executive
Goal: Build trust, maintain visibility, and ensure smooth communication when you’re not in the same room.

Maintaining Boundaries and Wellbeing in a Hybrid World
Goal: Ensure work doesn’t consume personal life when the “office” is also home.

Building Team Culture and Collaboration in Hybrid Mode
Goal: Keep team spirit alive and foster collaboration across locations.

MAGGIE VIDEAN
experienced Executive Assistant trainer, University of Sydney

17:20 – 18:00 Networking drinks