PA Life met up with Matthias Jahn, an experienced Executive Assistant working at a global investment bank in London…
Matthias is originally from a small town just outside Berlin, where he embarked on an education at a hospitality school after his A-levels. The three-year training included a year abroad to gain work experience, which he spent in London. The city bowled him over and he is still enjoying London to the full almost 20 years later.
Matthias started his working life here by waiting tables and working as a receptionist in restaurants around Mayfair. His first job at a global investment bank involved organising internal and external meeting rooms, virtual meetings, coordinating events and helping EAs with the logistics. โI enjoyed the role and did it for about two years when I decided to delve deeper and moved into a junior PA role. During almost ten years at the bank I have held multiple EA roles within the GTIS, SRP, Brexit, Markets COO and TCP departments, and have managed to build a great network of colleagues around the globe.
Currently I manage five MDs and their teams in Fixed Income Financing Sales and Trading, which I enjoy very much.โ
Was working in executive support role something you had wanted to do for some time?
It just came naturally for me right from the start in my first role. Everyone I have worked for has been very supportive, allowing me to develop my skills. I was very lucky to stay with my manager then and moved with him through Brexit, Markets COO and TCP roles and then end up on the Trading Floor, which was always the ultimate goal for me.
What advice would you give to someone looking to forge a career as a PA or EA?
My job is very important to me. I see my role as an excellent career choice with so much more to it than the job description gives away. I always tell people that there is no right or wrong way to be an EA, or a recipe to follow. You just need to make it your own, enjoy what you do. Everyone has a different approach to getting things done in an efficient way. As long as you are happy, and I am generally a happy โpeople personโ and get along with almost everyone, which makes things easier. A bit of common sense is helpful, as is banter, helping out by taking simple tasks out from peopleโs shoulders. Seeing and acknowledging things before others do makes everyoneโs life easier, mine included, and itโs always appreciated.
Any advice for men considering a career as an EA?
I consider myself very grateful for how far I have come, but it hasnโt come without putting in long hours, patience, willingness to work hard, learning how to manage different personalities, men and woman. Taking responsibility is part of the role. You need to be prepared to make executive decisions on your managerโs behalf when they are not reachable. Paying attention to detail is crucial, as is thinking outside the box and being willing to help. And most important is to build a great network of people who stand on the same step as you in your career.
Have you experienced any prejudices or positives working as an EA in a female dominated role?
Within my ten years as an EA, I have never known anyone have an issue having me as a male PA, being their assistant. I even remember in my first role I worked along four other male PAs. We all respect each other no matter what, and I work and have always worked with a great bunch of people.
Describe a typical day for Matthias Jahn, Executive Assistant
I am normally in the office by around 7.45am, ask the team if anyone would like any coffees and get myself one of course. Then I check emails which have come in from the US colleagues overnight, and Asia colleagues in the early morning.
I check my managersโ diaries for any clashes, any important client meetings to ensure (not that I hadnโt already done so!) that the restaurant or other locations are booked correctly, and anyone who is flying out or has any upcoming travel, has cars booked and visas are in place if needed. My favourite part of the day involves checking in with everyone, having a quick chat, just to break up their morning for a few seconds as they are busy trading all day.
Expenses and invoices are normally waiting for me too. Depending on if other EAs are on holiday, I might have to cover a different team in addition to my team. Hence, if coverage is required, I do the same as I do with my own team; checking in with them to see if they need anything, if everyone is okay, and if anything is outstanding.
As soon as the US come online, I deal with queries and requests from them. In addition there are always ad-hoc requests, changes to the diary, and to travel itineraries. While I of course plan ahead, I remain adaptable, in line with the ever-changing nature of the job – something I had to learn at the start.
Being in the office five days is so helpful to my role and my team – I am always around so they can tell me any last minute changes or vice versa. My day normally ends around 5.30pm, and I then make my way home. I always ensure I have my work phone on me in case anyone needs anything. Of course this is just the tip of the iceberg, it would be getting into too much detail otherwise
If you werenโt an EA, what would you be?
Looking back at almost 20 years in London and remembering my time before I made the move, I actually wouldnโt know what else I would have done. Possibly still living in the countryside a few miles outside Berlin, I would have loved being a baker in a small independent bakery, seeing people enjoying bread and cakes as much as I do.
You are a member of the PA Life Club – what are the benefits, in your opinion?
It is so beneficial to be able to enjoy and explore Londonโs restaurant and events scene with the help of PA Life Club. Bringing together EAs from different firms and different parts of the city, who are enjoying socialising and exchanging experiences of how they deal with their day-to-day role.
Whatโs the best advice youโve been given?
Just to be myself, make the role my own, engage with the team, discuss issues, speak out, be truthful when a mistake happens.
How do you relax after a busy day in the office?
Getting the team out for a few drinks every now and then after work. Reading a good book on the train journey home. I just love to come home, cook dinner and put on a good thriller or crime series.
Connect with Matthias on LinkedIn
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