Working as an Executive Assistant
    • 10 Oct 2023
    • 2 Minutes to read
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    Working as an Executive Assistant

    • Dark
    • PDF

    Article summary

    Executive Assistant pairings are beneficial for increasing productivity and allowing executives to focus on strategic work. Once designated as an executive assistant, you can answer calls on behalf of the executive and access voicemails and recordings. When receiving an incoming call, you will see an alert with the caller's name and have the option to answer or decline. Placing a call on behalf of the executive is similar to making personal calls, but you select their caller ID from a drop-down menu. Call waiting ensures that you never miss a call, with options to answer, merge, or decline incoming calls. Executive assistants can also transfer calls and view notifications in the executive's inbox. However, they only have access to voicemails, recordings, and transcripts that occurred after being assigned as an executive assistant. Messages are not accessible through Dialpad's Executive Assistant pairing.

    Executive Assistant pairings increase productivity, freeing up time for you to spend on nuanced and strategic work. 

    Once an executive assistant pairing is made, an assistant can accept calls on the executive's behalf, as well as access voicemails and recordings. 

    Let's take a look at working as an executive assistant.

    Who can use this feature
    The Executive assistant feature is available to users on our Ai Voice and Ai Sales license types.

    Answer a call

    Once you've been designated as someone's executive assistant, you can answer calls on their behalf. 

    Just like your personal calls, you’ll receive an incoming call alert in the right corner of your screen. The only difference is you'll also see the name of the executive they're calling.

    EAs can only answer calls rung to their assigned Executives' direct line, EA pairings functionality doesn't work for shared lines. 

    Similar to departments, an incoming call is rung out to more than one individual—in this case, both the executive and their assistant(s).

    If you click decline, or simply miss the call, the caller will go to your executive's voicemail.

    Place a call

    Placing a call on your assigned executive's behalf works just like personal calls, the only difference is you’ll select your executive's caller ID from the new call drop-down menu.

    Heading out for the day?
    Toggle your Do Not Disturb On in your executive's inbox to stop receiving calls to any of your connected devices.

    Call waiting

    Never miss a call with call waiting. You'll have the following options:

    • Answer: Put your first caller on hold while you interact with your second caller
    • Merge: Joins your first and second caller on an active call
    • Decline: Sends your second incoming call directly to your voicemail

    Dialpad tip:
    Answer - Merge functionality is currently only available through the desktop app.

    Transfer a call

    Just like your personal calls, you can choose to transfer your executive's calls with:

    Executives and assistants can also transfer calls between themselves with their Obihai devices.

    Executive's inbox

    What you'll see in your paired executive's Inbox varies based on the permissions they elected to give you when setting up the pairing.

    Each assistant can always see:

    • Operator availability (the availability of all assistants assigned to the Executive)
    • New notifications
    • All notifications

    If your executive has given you permission (or you are on a Standard Ai Voice plan), you may also see a voicemail and/or recordings tab in your executive's inbox. 

    If your executive has enabled Ai and given you permission to view their transcripts, or if you are on a Standard Ai Voice plan, you can view the Call Summary frfom within the conversation view. 

    Frequently asked questions

    Why can't I see the entire history of my paired executive?

    Executive Assistants only have access to voicemails, recordings etc that occurred after they were made an EA and will not be able to view that occurred prior to the EA assignment.

    Why can't I see my Executive's messages?

    With Dialpad's Executive Assistant pairing, assistants can view phone calls, voicemails, and transcripts — not messages.

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