6 Building Strong Working Relationships With Executives as An Assistant
Building strong working relationships with executives is crucial for assistants in today's fast-paced business world. This article delves into effective strategies for fostering these important connections, drawing on insights from industry experts. From implementing shadow shifts to prioritizing team introductions, discover practical approaches that can elevate your professional interactions and enhance your role as an assistant.
- Implement Shadow Shifts for Patient-Centered Care
- Establish a Structured Buddy System
- Conduct First Week Shadow and Reflect
- Become the First Client for New Hires
- Send Personalized Welcome Videos from Leadership
- Prioritize Team Introductions for New Hires
Implement Shadow Shifts for Patient-Centered Care
Shadow shifts with existing patients made all the difference in our Direct Primary Care (DPC) practice. New hires don't just learn procedures—they witness real patient relationships in action. During these shadows, they see how we explain costs upfront, why we spend 30 minutes instead of 7 with each patient, and how transparency builds trust faster than any medical degree. The game-changing step was having new staff observe patient phone calls where we discuss pricing without insurance middlemen. They hear patients say, "Finally, healthcare that makes sense" and understand why DPC works. This isn't just job training—it's mission alignment. When new hires see patients crying with relief because they can finally afford their medications, they get it. The technical skills come later; the heart of patient-centered care comes first. That's how care is brought back to patients.
Establish a Structured Buddy System
When onboarding new hires, I've found that a structured buddy system makes the biggest difference. Instead of just a checklist or a one-time orientation, I pair each new employee with a seasoned team member who guides them through their first 30 days. This mentor helps with everything—from navigating our tools to understanding team culture—and is available for quick questions that pop up daily. The key step is scheduling weekly check-ins between the buddy and the new hire, which keeps communication consistent and allows us to catch any issues early. This approach reduces the overwhelming feeling new employees often experience and speeds up their confidence and productivity. It also builds early relationships, which I believe sets the tone for a more engaged and connected team overall.
Conduct First Week Shadow and Reflect
At Ridgeline Recovery, our work doesn't allow for surface-level connections. The same principle applies to how we bring people onto the team. One method that has made a significant difference in onboarding new hires is what we call the "First Week Shadow + Reflect" process. It's not fancy—but it's authentic.
Every new team member, whether clinical or administrative, spends their first week shadowing at least three different roles—not just the one they were hired for. They shadow a case manager, a group facilitator, and someone from admissions or operations. Then, they sit down with me for a one-on-one meeting at the end of the week to discuss what they observed, what surprised them, and how their role fits into the broader picture of client care.
This single step has been the most impactful difference-maker. Why? Because it grounds every employee in the reality of why we're here. It also gives them a sense of how interconnected every part of the work is. When someone from billing understands the emotional toll of intake, or a therapist hears how logistics affect client transitions—it builds mutual respect quickly. That respect becomes the foundation for healthy communication and collaboration.
Onboarding shouldn't just be about training. It should be about alignment. You can teach someone your systems, but helping them internalize your purpose? That's where retention begins.
Become the First Client for New Hires
The most significant shift in my approach to onboarding new hires occurred when I stopped thinking like a manager and started thinking like a guest.
When I launched Mexico-City-Private-Driver.com, I recognized that hiring skilled drivers wasn't sufficient — they also needed to embody the same warmth, punctuality, and discretion that I had built the brand on. So instead of presenting a rulebook on the first day, I did something unconventional: I became their first "client."
We created a two-day shadowing experience where new drivers picked me up as if I were a VIP traveler. I intentionally acted like different types of clients — the hurried executive, the chatty tourist, the quiet observer — and took notes on how they handled small but crucial moments: opening the door with grace, confirming routes, offering water, and even adjusting the radio volume without being asked.
Afterward, we would sit down, review a video recording together (with their permission), and collaboratively define a few micro-goals — not just about driving, but about presence. That one-on-one feedback loop built trust quickly and made it clear that we were partners in the guest experience.
The most significant impact? New hires felt empowered, not micromanaged. And client satisfaction scores in the first 30 days increased by 17% once we implemented this onboarding style.
For a hospitality business — whether on wheels or in five-star lobbies — how you make people feel is everything. And that starts with how your team feels on day one.
Send Personalized Welcome Videos from Leadership
One of the most effective onboarding methods I've implemented at Fulfill.com is our "Buddy System" paired with early leadership engagement. When we bring someone new aboard, we immediately assign them a "buddy" who's been with us for 6-18 months – someone with a compatible personality who excels in areas where the new hire wants to grow.
What made the biggest difference? Having our leadership team send personalized welcome videos before the new hire's first day. This simple 30-second gesture completely transformed our onboarding success rate. I remember when we hired Sarah for our partnerships team – she later told me that receiving a video from me and her direct manager made her feel valued from day one and eliminated the typical first-day anxiety.
In the 3PL space, where understanding complex logistics operations and client relationships is critical, this early connection accelerates the learning curve dramatically. Rather than spending their first month just observing (what I call the "30-day observation trap"), we encourage new team members to identify quick wins within their first two weeks. This approach has not only improved retention but also shortened the time to productivity.
The warehouse and fulfillment industry typically sees high turnover, but by establishing these meaningful connections early and empowering new hires to make immediate contributions, we've created a culture where people feel valued and see a clear path to making an impact. The personalized outreach before day one remains the critical turning point in our process – it sets the tone for everything that follows.
Prioritize Team Introductions for New Hires
The first thing we do with new hires is introduce them to the team. I find this starts things off in the most positive way, allowing those new to the team to feel like they are a part of the team as soon as possible. They also get to learn who to go to for specific questions or help, and they get a better general sense of what the team is like.
