Managing Up: How to Influence Without Authority

As an EA, you don’t have direct authority over your executive - but you absolutely have influence.

Managing up is about positioning yourself as a strategic partner, not just a task manager. It’s about understanding how your executive works, what drives them, and how to align your support so that it’s not just helpful - it’s essential.

Here’s how to do it well:

Understand Their Goals & Priorities

It’s not just about managing their calendar or inbox - it’s about understanding why things matter. What are their biggest goals this quarter?

What projects are keeping them up at night? What pressures are they feeling that haven’t been spoken out loud?

The more you align your work with their top priorities, the more value you bring. This shift takes you from admin support to strategic enabler. Ask the right questions, listen actively, and track what comes up repeatedly - it’s often the key to anticipating what they need next.

Speak Their Language

One of the fastest ways to build trust is to communicate in a way that lands. Some executives want every detail. Others only want the headline. Some prefer visuals, others want numbers.

Pay attention to their patterns - do they skim or read? Do they talk in outcomes or process? Then match your communication style to theirs. If they want short, sharp updates, keep your emails brief.

If they want context, give them options and pros/cons. When you adapt your style, you make it easier for them to listen - and easier for you to influence outcomes.

Be the Solution, Not Just the Support

Executives don’t want problems dropped at their feet - they want trusted people who bring solutions.

So instead of saying, “What should I do?” shift it to, “Here’s the situation. I see two options - here’s the risk and benefit of each. What would you prefer?” This kind of thinking shows initiative, earns respect, and builds confidence in your judgment.

Over time, the more you lead with solutions, the more likely your exec is to say, “You decide.” And that’s when you know you’re influencing - not just assisting.

Anticipate Needs Before They Ask

The best EAs aren’t just responsive - they’re proactive. They see the gap before it becomes a problem.

If there’s a board meeting at 6pm, have you thought about whether your exec needs dinner or a break beforehand? If they’re speaking at an event, have they seen the final run sheet? If a high-priority deadline is coming up, what’s the plan to make sure they’re not interrupted?

When you think ahead and prepare for what’s next, you’re showing that you’re one step ahead. That’s where real influence begins.

Want the Toolkit?

I’ve created a Managing Up Toolkit to help you put this into practice.

It includes:

✅ A checklist of key questions to ask your executive

✅ A simple framework to identify their working and decision-making style

✅ Easy-to-use scripts to help you communicate more effectively

✅ My go-to list of recommended books, podcasts, and resources for deepening your skills

If you’d like a copy, just reach out and I’ll send it your way.

Because managing up isn’t about control - it’s about influence, clarity, and connection. And once you learn to do it well, everything in your role becomes easier.

Nina 🌻

nina@eapathway.com.au