Managing an executive’s calendar can be one of the most demanding yet rewarding aspects of working in PA jobs in London. It requires precision, foresight, and a touch of creativity to juggle meetings, deadlines, and priorities seamlessly.
We spoke to a few experienced PAs to gather their best calendar management tips. Here’s what they had to say.
Plan ahead, but stay flexible
“For me, it’s all about having a solid weekly plan,” says Nia, who works as a PA for a busy finance executive. “I always schedule a 15-minute check-in with my boss every Monday morning to run through the week ahead. It gives us both a clear picture of priorities and allows us to adjust if something unexpected comes up.”
While planning ahead is crucial, flexibility is equally important. “No matter how perfect the calendar looks at 9 am, things can change by lunchtime,” says Omar, a tech PA. “I make sure to leave buffer time between key meetings to account for delays or overruns. It’s saved us more times than I can count!”
Use colour-coding – it’s not just enticing, it provides clarity!
Colour-coding is a favourite technique among many PAs. “I colour-code everything,” explains Priya, a PA in the legal sector. “Client meetings are one colour, internal catch-ups are another, and personal appointments for my boss have their own shade too. It makes it so much easier to see at a glance what the day looks like.”
This approach isn’t just about aesthetics; it’s also practical. “Having a clear visual system helps me prioritise,” adds Zak, who supports a media executive. “When there’s a clash or a time crunch, I can quickly identify what’s most important to reschedule.”
Master the art of gat-keeping
“One of the hardest parts of calendar management is saying no,” says Asha, a PA for a non-profit director. “But it’s necessary. I always politely ask, ‘What’s the purpose of this meeting?’ If it’s not aligned with my boss’s priorities, I try to find another solution.”
This sentiment is echoed by Tomás, who works as a PA for a start-up CEO. “You have to be a gatekeeper, but not a blocker,” he explains. “If someone’s request doesn’t fit the schedule or the priorities, I try to suggest alternatives, like a quick phone call or delegating the task to another team member.”
Use technology to your advantage
Modern tools can make calendar management much easier. “I rely heavily on shared calendar apps,” says Amy, a PA in the fashion industry. “I use notifications and integrations with task management software to ensure nothing falls through the cracks.”
Joe, a PA for an MP, emphasises the importance of mastering technology. “Learning shortcuts and features in calendar apps saves so much time. It’s worth investing in training if it means you can manage everything more efficiently.”
Always, always double-check
“Double-checking is my golden rule,” says Lila, a PA in the healthcare sector. “Before sending a meeting invite, I confirm the time zones, attendees, and any potential conflicts. It might seem tedious, but it prevents a lot of headaches.”
Looking for PA jobs in London?
These tips from seasoned professionals highlight the skills and strategies needed to thrive with calendar management. Calendar management is a central part of every PA’s role. If you’re looking for PA jobs in London, get in touch on 020 7870 7177.