PA-ce Yourself: Coping with Stress As a PA

The role of a Personal Assistant (PA), Private PA, Executive Assistant (EA) or Chief of Staff (CoS) can be incredibly rewarding – offering opportunities for personal growth and professional development. But it also comes with its own set of challenges. Juggling multiple tasks, meeting tight deadlines and managing high expectations can sometimes leave you feeling stressed or overwhelmed.

Here are some effective strategies to help PAs and EAs de-stress and enhance their life at work. 

Effective time management is the cornerstone of stress reduction. Utilise tools such as digital calendars, task lists, or project management software to help you organise and prioritise your workload. Break down larger tasks into smaller, manageable steps, and tackle them based on urgency and importance. Focusing on one task at a time will help reduce stress, prevent procrastination and minimise the chance of feeling overwhelmed.

Organisational skills also extend beyond just task management. Keeping your workspace organised—both digitally and physically—can significantly reduce stress. Develop a system for categorising emails, documents, and files so that you can find what you need quickly. This organisation not only saves time but also helps you maintain a sense of control over your responsibilities.

As a PA or EA, open and effective communication with your boss and colleagues is essential for avoiding misunderstandings and managing expectations. Regular check-ins and updates help clarify priorities, allowing you to seek guidance when needed. This proactive approach reduces last-minute pressure and lowers the risk of feeling overwhelmed by conflicting tasks.

Establishing strong relationships with team members will create a supportive work environment. Building a solid rapport with your colleagues will make it easier to delegate tasks or ask for help during busy periods - providing both emotional and professional support during challenging times.

Taking time for relaxation is essential in managing stress. Try techniques such as deep breathing, visualisation, or mindfulness meditation to help ground you during busy days. Deep, slow breathing can slow your heart rate and calm your mind, whilst visualising a peaceful scene - like a beach or mountain - can mentally transport you to a place of calm.

Mindfulness encourages you to stay present and fully engage with the tasks at hand, which can help reduce anxiety about future deadlines. Consider incorporating brief mindfulness sessions into your day, whether it’s focusing on your breath for a few moments or engaging in a mindful walk during your break. Dedicating just a few minutes a day can provide a mental reset, to calm your mind and enhance your focus and overall productivity.

Your physical health plays a significant role in your ability to manage stress as a Personal Assistant (PA) or Executive Assistant (EA).

Eating well-balanced meals rich in fruits, vegetables, whole grains, and lean proteins can boost your energy levels and improve your mood. Avoid excessive caffeine and sugar, as these can lead to energy crashes and increased anxiety. Instead, choose healthy snacks to keep your energy stable throughout the day.

Alongside a balanced diet, ensure you stay hydrated throughout the day. Hydration is essential for maintaining concentration, as when the body is well-hydrated, blood flow and oxygen delivery to the brain are improved, promoting mental clarity. Even mild dehydration can lead to difficulties in focusing and increased feelings of anxiety.

You could also consider supporting your diet with supplements, although it’s essential to consult your doctor or pharmacist first. Some supplements to consider include Magnesium - a mineral known for its ability to relax the nervous system and regulate stress levels, or adaptogenic herbs such as ashwagandha and Rhodiola Rosea. These herbs are valued for their capacity to balance cortisol levels, combat fatigue, and enhance resilience to stress. If you’re looking for a gentle approach, L-Theanine, an amino acid found in tea leaves, promotes a state of calm without causing drowsiness, making it ideal for daytime use.

Share your experiences as a PA or EA with friends, family, or colleagues. Sometimes, just talking about what’s bothering you can provide relief and new perspectives. Engaging in social activities or joining a professional group for Personal Assistants (PAs) and Executive Assistants (EAs) can also enhance your sense of belonging and provide additional resources for coping with work-related stress.

Spending general leisure time with friends and family is a powerful stress reliever. Human connection is incredibly important, whilst laughter releases endorphins and will immediately lighten your mood. So make the most of your time off – socialise with friends, get involved in new activities or simple watch a comedy at home to help significantly reduce stress.

Your physical workspace can greatly influence your mood and productivity. Consider personalising your area with items such as plants, photos, or artwork. A well-organised and aesthetically pleasing environment can promote a positive mindset and reduce feelings of stress.

Adding elements such as soft lighting, soothing colours, or calming scents can help create a relaxing atmosphere. Consider using essential oils or candles with scents like lavender or eucalyptus, known for their calming properties. A positive workspace not only enhances your mood but also encourages creativity and efficiency.

Understanding your boundaries is key to maintaining your well-being. It’s important to acknowledge when you are feeling overwhelmed and to take steps to address it. Be realistic about what you can achieve each day and avoid overcommitting to multiple projects simultaneously.

Also try to avoid perfectionism, as it can lead to burnout. Focus on completing tasks effectively rather than perfectly. Break large tasks into smaller, manageable chunks, and take breaks when you need to.

And finally, ask for help when needed. It is not a sign of weakness but a demonstration of self-awareness. Reaching out for help can turn a stressful work challenge around and stop you feeling overwhelmed.

If you’re looking to effectively manage stress whilst working as a Personal Assistant (PA), Private PA, Executive Assistant (EA) or Chief of Staff (CoS), try experimenting with these strategies before implementing the techniques that work best for you. By prioritising effective communication, organisation and self-care, you can create a more balanced and fulfilling work experience and learn to thrive in your role. Remember, it’s essential to take care of your mental and physical health while fostering positive relationships in the workplace. Embrace the experience and allow yourself the space to grow and adapt in your professional life.