EP 52: Can We Talk About Ad-Hoc Tasks?

Ad-hoc tasks are an inevitable part of the Assistant role, but when they start taking over your day, they can prevent you from focusing on strategic, high-impact work. In this episode, we break down how to manage, track, and take control of ad-hoc tasks so they don’t define your role.

We’ll cover: 

• What ad-hoc tasks are and why they impact Assistants more than other roles How to quantify them so they don’t disappear into ‘invisible work’
• Strategies to push back on unnecessary requests while maintaining great relationships
• How to approach your Executive when ad-hoc work is dominating your workload
• What to do if your role has become entirely reactive

Listen in for practical tips and a step-by-step approach to making sure these tasks work for you, not against you.

Resources & Links Mentioned:

• Ad-Hoc Task Tracker & Prioritization Template – Start tracking your ad-hoc tasks and take control of your workload. Download the template
• Assistant Fundamentals Masterclass – Strengthen your foundational skills. Join the masterclass
• Community Webinar: Creating a User Manual for Your Executive – Learn how to set expectations with your executive. Sign up here
• Mastering Automation Masterclass – Learn how to streamline and automate repetitive tasks. Register now

Show Notes

00:00 – Welcome & March Event Round-Up

• Overview of upcoming EA Campus events and why you should join.

04:15 – What Are Ad-Hoc Tasks & Why They Matter

• Definition of ad-hoc tasks and why they impact Assistants more than other roles.

09:30 – The Challenge: Requests from Colleagues vs. Executives

• Why colleagues don’t always recognize the impact of their requests.
• How to manage last-minute requests from your Executive.

15:45 – How to Quantify & Track Ad-Hoc Tasks

• The importance of tracking and logging these tasks.
• How to use data to make a case for workload balance.

22:10 – How to Take Control & Set Boundaries

• Practical strategies to manage ad-hoc tasks effectively.
• How to push back professionally while maintaining strong relationships.

30:00 – What to Do if Ad-Hoc Tasks Are Your Whole Job

• Signs your role needs redefining.
• How to have a productive conversation with your Executive.
• The impact of updating your job description and performance review criteria.

38:20 – Final Thoughts & Call to Action

• Try the one-week ad-hoc tracking challenge and share your insights in The EA Campus Community.

The EA Campus