I wish I didn’t think I had to have all the answers.Matt Groening-Simpson’s creator
It’s okay to say, “I don’t know but I’ll find out,” and do – fast.
I wish I didn’t take people at face value because sometimes they have agendas that may not include you, or they may use you to make themselves look better. Listen to their words, but watch their actions. It’s good to know the people you are working for. Yes, your employer may be a liar but they will soon know they can’t BS you. You’ve got to work together.
I wish I had taken over work sooner. Sitting back and waiting to be invited for an employer to delegate a task makes us both frustrated. Just jump in and tackle what needs to be done. Even if I overstepped the boundaries, my enthusiasm was usually understood and appreciated.
I wish I had requested help earlier for a second assistant or runner. I cannot and did not need to do it all. It is not a sign of weakness to need help. Sometimes the workload has grown exponentially. Working overtime and weekends is not the answer.
I wish I didn’t think I always had to pretend that my employer or their significant other told me something they didn’t. Reiterate the conversation you remember having and politely correct them. Soon the offender will understand you either have a very good memory or take very good notes. Often it’s a tactic they use with others but again, they will learn it doesn’t work with you and you cannot be the scapegoat.
There are a lot of things that the average Joe doesn’t know exists in our world. There are travel perks that have been reserved for the élite few that want to pay for certain high-end services. I thought it would be fun to mention a few of my favorites.
FLIGHT DELAY? NO PROBLEM–Do you know about airport lounges at most airports where you do not wait with the general public, but in a plush and comfortable lounge? This is becoming popular with business travelers who can gain access with frequent travel miles as well and all first class passengers or Am Ex Platinum and above members. Upon entering you are greeted by the desk concierge who checks that you are authorized and checks your departure (if you get too comfortable and forget your flight). Here you enter a world of cyber cafes, teleconferencing rooms, comfortable lounge chairs, and depending on your carrier, some include barbers, manicurists, full spa services like facials and massages, work stations, theaters, bedrooms, lockers, showers, libraries, bar, food, sushi bars with chefs, living rooms, etc. They are tucked away at all major airports. Some major carriers have their own or partner with others. Lufthansa Germany even assigns you a personal assistant and shuttles you to your flight in your choice of luxury automobile from their private first class terminal! But alas, for us common folk, in La La Land (where who better knows that dollar is king), you can always pay to use the day lounge in the Tom Bradley terminal. Brilliant!
AIRPORT PARKING NIGHTMARE NO MORE–Did you know if you go to LAX airport there is a parking service extraordinaire? Here you can drive up to the curb, a man jumps in with a clipboard while you drive to your terminal, takes your credit card number, flight information of when to pick you up and you tell them what you want done to your car while you are gone? You can pick anything from an oil change to full detail and gas fill up. He checks off his list and bids you bye-bye. No reservations are necessary. Then when you are due to return, they monitor your flight (in case of delays) and are curbside with your car. You jump in and drop them off on your way out of the terminal. What could be easier?
MEET & GREET–Did you know at most airports, not only can your limo driver drop you off, but he can coordinate with a “meet-and-greet” service at the airport to assist your departure and arrival? This person meets your limo (or town car) curbside and assists you through to the first class counter, gets your boarding passes, bags checked, and escorts you all the way to the gate (or in most cases, your lounge). They can also meet you at your gate upon arrival, make sure your driver is curbside, and retrieves your luggage all while you are sitting in your car. This is a private service that work at most airports through your car company.
AIRPORT PARKING–Did you know when you’re in a private jet, your driver can pull right up to the plane on the tarmac and walk right up the ramp into your plane? Your driver, pilot and co-pilot load your luggage into the plane and the flight attendant makes sure you have drink in hand before you ever leave for take off? And yes, when flying internationally, the passport agent comes to you–onto your plane to check your documents. No long lines at the terminals!
DOWN COMFORTER ON YOUR PLANE BED?–Did you know on some first class transatlantic flights, they offer massages, private bars/clubs, chefs, fully extending private sleeping pods, private TV, DVD collection of movies for you to pick from, personal travel kit, down comforters, pillows, 5 star menu including steak and lobster, and just about anything else short of flying the plane! Who would want to leave when you arrive at your destination?
FLIGHT OF FANCY-One of my favorite stories was when I was working for a good friend at holiday time in Holmby Hills, an exclusive LA neighborhood. She was a personal assistant to a very, very wealthy family. Her employers decided to go to lunch on short notice with their son…in Texas! I asked her which FBO (fixed based operator) they flew out of so I could help coordinate. (FBO’s are the smaller carriers at airports terminals most private jets fly out of.) When she replied, “LAX,” I knew it had to be a large plane and not one of the smaller airports/terminals. Turns out it was a private commercial 737. I can only imagine what the gas was just for a couple hour excursion! A $100K lunch for sure!
It is important for the extreme assistant that you know what is available so you can navigate these waters for clients. And while you may be along for the ride, you’re the one coordinating with the meet and greet, the pilots, the drivers, the trip changes etc. etc., to make sure their trip is even more effortless.
In the world of travel, like anything else, you are only limited by what you can afford. For further evidence of this, check out the links below:
Did I lead you to believe there would be pictures from People Magazine of Halle Barry or Tom Cruise? No, this is so much more useful. It’s about one of the most important lists their assistants prepare for them in their homes and one of the most important aspects of doing your job right–being able to contact the people consistently in your employer’s life. You can prioritize them as those on the “hot list” vs those on the support list. This “hot list” consists of people in their industry who they are working with at that time, close family, close friends, employees and emergency vendors who are constants like the doctor, pharmacy, pool man, swim teacher, gardener, veterinarian, etc. This list is laminated and posted or in a drawer nearby the phones in the house and updated a three of four times a year.
I once had an employer explain to a new employee that it was very important for them to know the “players” in the entertainment industry so they are familiar with who they should “jump” for. It can be embarrassing for you and your employer if you don’t. For the motion picture executive, it would be important to know Steven Spielberg’s development executive’s name when they happen to call. Or the big venture capitalist who is financing your employer’s next big project. Do you see how it would be important to know the “players” in their life?
Along this line, you would want to keep a list of birthdays for the important people in your employers life: usually those who are close family, those your employer are working with on a project, and of course, close friends. Circulate a monthly birthday list in advance so you can have plenty of time to buy gifts and are clear on how personal the card should be and to know in advance the best method to deliver the gift. Once the month is completed, file this list to refer to for next year. Often, seeing what they chose to get them (flowers vs $500 bottle of wine) helps you make suggestions the following year. Keeping your lists in an organized fashion helps you so you won’t have to ask twice. By year three on the job, you won’t have to ask at all. Progression: Year one you have to list the people with a blank next to the name; year two has suggestions based on the prior year; year three has the gift you sent next to the name “I sent — and a card from you.”
So much of the job as an assistant is reading between the lines and being able to assimilate the nuances around making you aware of who is and is not on your employer’s every changing radar. But having key contacts at hand (and on their cell phone) is one of the tools to be efficient/prepared for the both of you.
You know, the quickest thing to get you fired in this business is a breach of your employer’s confidentiality. The quickest thing to get appreciation is keeping your employer’s secrets. Common sense right?
Your job as an assistant to a celebrity draws a lot of attention to you. People are curious and have questions. And there are plenty of magazines willing to pay you for those secrets you keep. Have you ever heard the phrase, “you’ll never work in this town again?” Well remember it. Not only will your fellow assistants want nothing to do with you if you are a blabbermouth, no employer will ever want you within 5 miles of them.
Remember, all that attention you’re getting is not about you. Be careful who you speak to and especially who you let into your employer’s home. The simple, easy, and truthful response to curious people is, “I cannot discuss my employer. I have confidentiality agreement.” The insatiable media and curious questions will always be there and remember, it is insatiable. So don’t go down that road and you won’t find yourself regretting it.
