From who you see to how to travel, the executive assistant is every leader’s unsung hero. Here Tracey Ward, Executive Assistant to the Marketing Director, tells us what it’s like to be cool, calm and collected.

I’ve been with Coca-Cola South Pacific for ten years. My first role was as technical team co-ordinator, and I moved to my current role in 2012. New marketing director Lisa Winn started a few months ago, and I’m thoroughly loving the new challenges it presents every day.

My current title is Executive Assistant to the Marketing Director.  I’m responsible for Lisa’s diary, emails and travel, for reports and presentations, and for coordinating the Marketing Leadership Group and team meetings.

I grew up wanting to be a vet. Because of my love for animals, all I wanted to do when I was little was work with them.  As I got a bit older I soon realised how hard it was to be around them when they were very sick – I forgot there was that side of the job.

I like to get into the office at 7.15am when it’s nice and quiet, and start planning the day ahead. I make sure Lisa’s calendar is in order and agendas, pre-reads and anything else required for the day are printed out and located in one folder that she can reference quickly and easily throughout the day. 

The day is filled with scheduling numerous meeting requests, coordinating meetings and taking meeting minutes, looking after overseas guests and keeping a sharp eye on email correspondence.

 

My favourite project so far was the ‘Share a Coke’ campaign. I was working in the Technical team at the time, and I was given the task of printing the names on the cans for all internal staff.

It was so popular that I would end up receiving a large number of emails each day with lists of names people wanted on cans – I think I ended up printing around 8,000 labels! I love that I got to meet so many people.

As long as I can help Lisa get through her busy days still smiling, I’m happy.