The EA Campus Podcast 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.