This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Maria Cirillo, Executive Chair IMA Global on 27 March 2025.

Twelve years ago, the phone rang at my job and it was Inger Wijnblad. She represented the Nomination Committee within IMA Sweden, offering me a position as the treasurer of the East region within IMA Sweden. I was hesitant at first, but after some persuasion, I decided to give it a try. It turned out to be the beginning of an absolutely fantastic journey.

After a few years, I was elected as the Chair of IMA Sweden, a role I held for six years. After that, I took on a new position as Executive Chair. These years as Chair have been incredibly rewarding. I have learned to stand on stage and give speeches, participated in podcasts, written articles and member information, negotiated and attended international conferences. I have visited different countries and met people and colleagues from various cultures and environments. I have improved my English. This is just a few things of all I experienced and learned.

Not to forget all the good food and drinks I have enjoyed and all the laughs and long disco nights I have experienced with IMA friends.

The best part is that all the knowledge I have gained, I have been able to transfer directly to my daily work. This has led to more enjoyable and interesting tasks there. My great international network has also benefit my daily work life. Being the Chair within IMA has given me experiences and knowledge that I would never have gained otherwise.

Through the position, I have been involved in developing strategies and visions for the network, and since IMA is a large and international network for Executive Assistants, what we do has an impact on the profession and how we and others view the career as an office professional. Therefore, it has been an honor to be part of this development together with the Executive Committee and Council.

Now, after 12 years with positions of trust within IMA, it is time for me to hand over the position as Executive Chair to a colleague within the network. I hope you will accept this challenge and apply for the position of Executive Chair. I can honestly promise that you will not regret it. It will be a fantastic time in your life to be part of the team in Executive Committee. This has been a journey I would not have wanted to be without.

In my home country, there is a saying, "you become like those you associate with," being part of IMA, a network of professional, intelligent, and competent Executive Assistants makes you feel how you grow in the role and become more and more like your professional colleagues. It is fantastic.

This article is penned by Maria Cirillo, Executive Chair of IMA Global.

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author.

Blog from Trafo Baden

Continue to unlock the Secrets to Events with our A-Z Series on Event Planning.

In this edition, we are looking into the challenge of No-Shows—those last-minute absences that can disrupt even the most carefully planned events. Discover practical strategies to reduce absenteeism, from personalized invitations and smart reminders to incentives and pre-event engagement. Learn how to protect your event from empty seats and ensure a well-attended, successful experience.

SEE BLOG POST HERE

An article from our global business partner Above9.Travel.

Flying in business class is not just about status or luxury - it can be a wise choice to maximize efficiency and maintain peak performance, which is especially important when traveling for business meetings, negotiations, or important presentations.

Spacious seats and the ability to sleep comfortably on long-haul flights guarantee better rest, while privacy and onboard Wi-Fi allow you to get some work done while in transit. Even services like fast-track security, priority boarding, and expedited baggage handling help to avoid hassle and save valuable time.

While purchasing a business-class seat has a lot of arguments for it, the biggest hesitation is often caused by the price of these tickets. Many travelers think that flying in business class is always expensive, but we are here to tell you that with the right approach, you can find great deals and save hundreds and sometimes even thousands of Euros. Check out some of the most common tips in the paragraphs below.

Book Early

One of the easiest ways to secure a business class ticket at a lower price is to book early. Airlines release their cheapest business class fares months in advance to encourage early reservations. As the departure date approaches, prices usually increase due to limited remaining seat availability, making last-minute bookings far more expensive.

For international travel, the best time to book a flight is around three to five months before departure. It’s smart to start monitoring fares six to seven months in advance to track price drops and secure a deal when the timing is right. A little planning can make a significant difference, ensuring you get the best price without compromising on comfort.

Booking early also means you have a better selection of seats. Whether you prefer a window for privacy or an aisle for easy access, reserving your ticket well in advance gives you more control over your flight experience.

Be Flexible with Travel Dates

Flexibility can be the key to finding the best business-class deals. Flight prices fluctuate based on demand, and certain days tend to be more expensive than others. Flying midweek, especially on Tuesdays and Wednesdays, often comes with lower fares compared to weekends, when demand is higher. 

That being said, while many believe that booking on a specific day of the week always guarantees lower fares, the reality is that prices are driven by availability, not just timing. So, adjusting your departure date by just a day or two can sometimes lead to significant savings. Keeping an open schedule also increases your chances of finding discounted upgrades or special promotions on premium seats.

Consider Multiple Airlines

Loyalty to a single airline can sometimes work against you when looking for the best business-class deals. While frequent flyer programs offer lucrative benefits, sticking to one airline limits your options and may prevent you from finding better prices on competing carriers or alliances.

Different airlines have different pricing strategies, and some may offer significantly lower business-class fares for the same route. Being open to alternatives allows to compare options and choose the best balance of price, comfort, and service. Some airlines also run limited-time promotions or special discounts, which you might miss if you only check your preferred carrier.

Broaden Your Search Criteria 

Choosing the right airport and flight connections can make a big difference in not only the price but also the comfort of your trip. If you are in the proximity of multiple international airports, checking flights from alternative locations can reveal better fares or more convenient schedules. Airlines often adjust pricing based on demand at specific airports, so a short drive or separate connecting flight could lead to significant savings.

Layovers also play a crucial role in your travel experience. Well-planned connections at airports with superior lounges and better-planned terminals can make long-haul trips much more enjoyable. Instead of just looking for the fastest route, sometimes it is worth considering flights with slightly longer layovers (thus, possibly lower prices) that allow one to relax and recharge between flights.

Another possibility is booking mixed cabin tickets, as it can be a smart way to balance comfort and cost. Flying business class on long-haul flights while choosing premium economy or economy for shorter flight segments can help you save money without compromising on quality where it matters most. 

By optimizing your departure airport, connections, and cabin choices, you can enhance your journey while keeping costs under control.

Choose the place to book tickets wisely 

As weird as it may sound - booking the ticket directly from the airline website will almost always be the most expensive way. There are several reasons for that, which might require a separate article to explain, but this has been proven time and time again.  

Many travelers rely on comparison platforms (i.e. Google Flights, Skyscanner, and alike) to search for flights, but the shortcoming of these sites is that they only show publicly available fares. They do not specialize in business-class tickets and therefore don’t have access to privately negotiated prices that can provide the savings you are hoping for. Also, while having a self-service online platform is convenient for buying a ticket, not having a designated travel specialist can cause unnecessary headaches if any adjustments are needed in the booking later. Unexpected things happen all the time (for example, travel dates need to be changed or the airline has rescheduled/canceled the original flight and a new one needs to be rebooked) and a good travel consultant will always provide better support than customer service representatives of an online platform.

It may sound like we are simply promoting ourselves, but the truth is that the best deals can be secured through travel agencies specializing in business-class flight bookings. These agencies have access to unpublished prices, and their experts have vast know-how and insider information on when and how to get the lowest price. 

At Above9.Travel, every customer has a personal travel consultant. You can avoid spending hours comparing prices across different platforms - our expert will do the work for you and offer well-optimized flight itineraries based on your preferences.

We are delighted to partner with IMA and we hope that we’ll have a chance to prove our worth to its members.

If you’re planning a trip and need our assistance

click here to leave a request through the form.

click here for our contact details that can be easily saved on any smartphone.

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Julia Schmidt, Executive Vice Chair IMA Global on 25th Jan 2025

As 2025 begins, I’m reminded of the transformative power of themes—simple yet impactful words that encapsulate our aspirations for growth.

A well-chosen theme provides clarity and focus, helping you navigate the demands of your role while staying aligned with your goals. To help you get started, I've shared a tool to find your perfect theme; CLICK HERE

 If you’re unsure where to begin, here are three suggestions to inspire you.

▶️A theme like Alignment can connect your work to your organization’s goals. By aligning your actions with key initiatives, you not only enhance your collaboration with your executive but also amplify your value as a strategic partner. This focus positions you as an indispensable contributor, ensuring your efforts drive both personal and organizational success.

▶️In an ever-changing world, resilience equips you to adapt and grow stronger. Make learning and adaptability central to your theme. Whether mastering new tools or refining essential skills, resilience helps you face challenges with confidence. By turning setbacks into opportunities, you establish yourself as a steady and resourceful force in your organization.

▶️For some, Balance might be the perfect theme. Prioritizing your mental, physical, and emotional health ensures you can meet your responsibilities while sustaining your energy and focus. By modeling wellbeing practices, you contribute to a healthier workplace culture and create space for what matters most, enabling long-term productivity and fulfillment.

A theme for 2025 is more than a goal—it’s a guiding principle that brings intention to your actions. Whether you choose Alignment, Resilience, or Balance, your theme can shape a more meaningful year, elevating both your career and your organization.

This article is penned by Julia Schmidt, Executive Vice Chair, IMA Global and a member of IMA Norway. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

At the World Administrators Summit in Frankfurt in 2018 (Prior to the IMA Conference), Delegates supported the idea to form a robust, resilient and responsive organization model to replace the WA-Summit Advisory Council and to support the WA-Summit to be held every two years. This was the beginning of the creation of the World Administrators Alliance (WA-Alliance), and IMA Global has always been a strong supporter of this initiative, becoming a Business Partner of the WA-Alliance upon its creation.

Six years later, we are delighted that 10 National Groups of IMA are Association Members of the WA-Alliance. Many IMA members have attended past Summits as Delegates or contribute to task forces on various topics. Two IMA members currently serve on the WA-Alliance Council.

The non-profit WA-Alliance represents a global community of Administrative Professional associations, networks, and stakeholders dedicated to its aims to guide, develop, influence and elevate the administrative profession.

We do this in many ways, but one you are probably most familiar with is the WA-Summit, our working meeting where we bring together the leaders of associations and networks, through leaders and industry influencers. The strength and uniqueness of the WA-Summit has always been to include voices from around the world. We all know that our profession is very different in each country. The WA-Summit gives you the opportunity to come to the global table with your national input. You bring to the discussions the voices of the administrative professionals in your country, so that we can support you to address the unique challenges you are facing.

You will also have opportunities to think outside your own borders, to look at the profession with a helicopter view, giving something back to the profession by helping other Member Associations, by sharing your successes with countries where the profession may not have progressed as much as it could. ‘A rising tide lifts all boats’, so whatever the WA-Alliance can do to influence and elevate the profession will be of benefit to all, and your National Group can contribute to this important work.

IMA is represented in many countries, and to form a truly global community, we need to hear the administrative professional’s voices from as many countries as possible. Membership of the WA-Alliance offers a wealth of benefits for IMA National Groups, empowering you to strengthen your IMA community, increase your visibility, and advance your mission.

Here’s why joining the Alliance can be a transformative opportunity:

1.       A Unified Global Voice

By joining the WA-Alliance, your IMA National Group becomes part of a global movement to elevate the administrative profession. You will have the opportunity to:

• Contribute to and align with global initiatives that enhance the recognition and value of administrative roles.

• Speak with one powerful, collective voice to influence policymakers, industry leaders, and organizations.
  
  

The WA-Alliance provides tools and resources, such as:

• The Global Skills Matrix, an award-winning career development framework based on research from over 3,000 administrative professionals in 61 countries. It has been downloaded by over 11.000 people in more than 100 countries. This tool helps members articulate career progression and skill development pathways. As a WA-Alliance member, you can become involved in the further development of this framework.
• Shared best practices, case studies, and insights to help you provide relevant and impactful resources to your members.
• Contribute to surveys and polls that will allow us to gather quantifiable data about our industry, so that we can speak with authority on the challenges we all face and find solutions together.

Membership of the WA-Alliance opens doors to:

• Global Networking: You connect with other associations and leaders worldwide to exchange ideas, collaborate on projects, and learn from diverse perspectives.
• Collaboration Opportunities: Partner with like-minded organizations to co-host events, develop training programs, and advocate for the profession collectively.

The Alliance is committed to fostering the professional growth of its members by offering:

• Exclusive and free ‘members only’ webinars that address critical issues and trends in the profession as well as challenges in your own National Group.
• Opportunities for leadership development by engaging with Alliance projects and initiatives.
• Access to world-class trainers, discussions and resources that enhance your members’ skills and knowledge.
• Opportunities to take up a leading role on the WA-Alliance Council.

Membership in the WA-Alliance adds a layer of prestige to associations, signaling your commitment to excellence and global advocacy. This credibility can:

• Attract new members to your national group by showing alignment with a respected global organization.
• Increase visibility in the international administrative community, giving IMA in your country a platform to showcase your work and achievement.  

Through the WA-Alliance, you gain the power to:

• Advocate for the profession on a global scale, ensuring that the voices of administrative professionals are heard at key decision-making tables.

• Influence the future of the profession by contributing to important discussions and initiatives that shape its direction.
• Have a say in how the WA-Alliance is run, by having a voice at our AGMs.

Becoming a member of the WA-Alliance offers your National Group a platform for the voice of the administrative profession in your country. You will strengthen your influence, provide greater value to your members and contribute to the advancement of our profession worldwide, helping us to create a unified, empowered future for administrative professionals everywhere.

Helen Monument

Chair

WA-Alliance

chair@wa-alliance.com

 Blog from Trafo Baden

Continue to unlock the Secrets to Events with  our A-Z Series on Event Planning.

In this edition, we focus on the critical role of  Knowledge Transfer within your event management team. Discover how sharing insights, avoiding information silos, and fostering collaboration can improve efficiency and ensure a seamless event experience. Learn practical strategies to create a culture of knowledge sharing that supports success before, during, and after your event.

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Eva Finseth, IMA Norway  on 12 November 2024.

For me, this has become more than just a passing thought—it’s been a daily experience over the past year, as I’ve navigated the world of data centers. 

When I first started, I felt fairly confident that I had a solid grasp of the industry. After all, I’d already encountered data centers during my previous jobs, so I assumed I could build on that knowledge.  

But as the weeks turned into months and I dug deeper into the layers, it was as if I hit a wall of realization, a mirror showing me the sheer breadth of what I didn’t know.  

The Dunning-Kruger effect was right there, staring back at me. 

The Dunning-Kruger effect is when people with limited knowledge overestimate their competence, while those with more experience become acutely aware of what they don’t know.  

You know, the Dunning-Kruger effect is a bit like standing on the top of a hill, thinking you can see everything clearly, only for the mist to lift and reveal a vast landscape that’s nearly overwhelming.  

It’s as if I thought I knew every tree in the forest, only to discover valleys, rivers, and mountains that I hadn’t even noticed before.  

At the beginning, I felt I had sight of it all, but now I realize there are endless paths and hidden nooks that I’ve barely started to explore. It’s humbling, and oddly beautiful. 

What I find most interesting is how this effect isn’t just personal; it affects teams and organizations, too.  

There’s this almost invisible pitfall of believing we have everything under control, thinking we understand more than we do when we’re really only scratching the surface. 

I’ve fallen into that trap myself, feeling assured that I had things handled, only to find there was so much more to learn. And once you see this blind spot, you start to notice it in others too—not as criticism, but as a gentle reminder that we all need to be open to asking questions. 

This awareness has changed the way I approach my role. I’ve learned to embrace the discomfort of not having all the answers and to actively seek feedback from others.  

And you know what?  

There’s a kind of freedom in that openness. It’s like admitting to yourself that you don’t always have to be the captain, steering the ship—sometimes it’s enough to just be a willing passenger, taking in the view. This shift has made me a better professional, and it’s a journey that never really ends. 

If there’s one lesson I’m taking from this past year, it’s that real growth begins when we dare to acknowledge our own limitations. That’s where true learning starts. 

How about you? Do you ever find yourself willing to admit that, sometimes, you don’t have a clue? 

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 This article is penned by Eva Finseth, Personal Assistant at Stack Infrastructure and Chair of IMA Norway.  

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

#IMAisyournetwork #IMAGuestwriter 

Blog from Trafo Baden

Continue to unlock the Secrets to Events with our A-Z Series on Event Planning.

In this edition, we look into the critical role of Job Roles within your event team. Discover how assigning the right responsibilities and managing your team effectively can lead to a well organized event. Learn about key positions like Event Manager, Logistics Coordinator, and more, and how to leverage each role to ensure smooth operations from start to finish.

SEE BLOG POST HERE

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Muriel Poncin, IMA Belgium  on 22nd October 2024.

As the Training & Education Officer for IMA Belgium, I’m excited to combine my background as both an assistant and a teacher, keeping my two passions alive and thriving. 

In my role as an Executive Assistant, I’ve had the chance to develop strong organizational skills and gain valuable experience in ensuring that everything runs smoothly. It’s a job where you’re constantly on your toes, anticipating needs, adapting to changes, and juggling multiple priorities. No two days are the same! But what fuels me just as much is my commitment to education. That’s why I regularly visit schools that train future assistants and office managers, sharing my real-world insights through interactive, hands-on presentations. 

One of the best parts of these school visits is the chance to connect with students and engage with their questions. What I’ve noticed, though, is that many of them often choose this career out of frustration or uncertainty, seeing it as a fallback option rather than a career they’re truly passionate about. They’re sometimes unsure about the potential these roles offer or unaware of how impactful these positions can be. 

Through my presentations and interactions, I aim to shift that mindset. I love showing students that these roles are far from routine; they’re dynamic, strategic, and absolutely crucial to an organization’s success.From managing high-stakes projects to being the backbone of decision-making processes, assistants and office managers have the opportunity to make a real difference. 

I’ve seen their faces light up when they realize the incredible variety in this career: one day, you’re coordinating a major event; the next, you’re solving unexpected problems and ensuring smooth operations. It’s so rewarding to witness that moment when their outlook changes, and what may have seemed like a “default” career choice suddenly becomes an exciting and fulfilling path with plenty of room for growth. 

For me, bridging the gap between the classroom and the workplace is one of the most fulfilling parts of my job. My goal is to inspire students, give them practical insights they can carry into their careers, and help them see the limitless possibilities that come with being an assistant or office manager. 

This isn’t just a job; it’s a career full of challenges, opportunities, and the potential to make a real impact. 

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This article is penned by Muriel Poncin, Executive Assistant at UCB and a member of IMA Belgium. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

#IMAisyournetwork #IMAGuestWriters 

This article is part of a series published on our LinkedIn account by guest writers. Today's article was written by Tanya Tesnovets, IMA member from Ukraine  on 15th October 2024.

In today's fast-paced work environment, effective task prioritization and time management are essential skills for assistants. Whether you are supporting executives, managing projects, or handling day-to-day operations, you must navigate a myriad of responsibilities while ensuring that critical tasks are completed efficiently. Mastering the art of task management can significantly enhance productivity and reduce stress. This involves prioritizing tasks, setting deadlines, and optimizing schedules to achieve maximum efficiency. Here’s a guide to refining these essential skills. 

Prioritizing 

It goes without saying that distinguishing between what is urgent and what is important is paramount. The following steps will help you to ensure you prioritize effectively. 

First, identify key tasks. Start by listing all the tasks at hand. This could involve administrative duties, attending meetings, managing communications and so on. 

Then determine urgency and importance. There are many ways to do it like using Eisenhower matrix, Pareto principle, MoSCoW method, but I like to use a ranking system: assigning ranks to tasks (e.g., A, B, C) based on deadlines and consequences of not completing them. Crucial tasks with significant impact fall into A tasks, tasks that aid ongoing projects and goals will be B tasks, and routine tasks that must be completed but don’t require immediate attention will be C tasks. 

Don’t forget to align your prioritization with the executive’s goals. I usually add it to the agenda for my regular 1:1s with the CEO to understand both long-term objectives and immediate requirements. Of course, prioritization isn’t a one-time task. Regularly update your priorities as conditions change to ensure you’re always focusing on the right things. 

Setting deadlines 

Setting realistic and clear deadlines is essential to keep tasks on track and avoid any last-minute rushes. Obviously, there are strategies for setting effective deadlines like breaking tasks into smaller parts and estimating the time each part will take. To help maintain a balance between urgency and importance arrange the tasks with immediate deadlines and those with later deadlines separately. 

Another thing I like doing is allocating extra time beyond the estimates to accommodate unforeseen delays. This prevents stress and keeps you on schedule even if adjustments are needed. When I work with the team, I’m always making sure that everyone is aware of the deadlines. This helps in accountability and ensures collective adherence to timelines. There are countless tools available to help you stay organized, from digital task managers like Todoist and Trello to traditional planners and notebooks. Find a system that resonates with you and stick to it. 

Optimizing schedules 

An optimized schedule maximizes productivity while minimizing stress and burnout. 

For better coordination and planning use digital tools to ensure that your schedule is updated and accessible across all your devices. Group similar tasks and allocate specific times for them, such as emails, phone calls or meetings to better focus and increase efficiency. Don’t forget to schedule breaks to refresh your mind. At the end of each day or week, review what you’ve accomplished and adjust your schedule and strategies accordingly to improve efficiency. 

Effective task management is an art and a science, requiring a blend of well-honed skills, discipline, and technology. By mastering prioritizing, setting realistic deadlines, and optimizing schedules, you can transform how you work, enhance productivity, and contribute more significantly to your organization. Remember, efficiency in managing tasks is not just about doing more in less time; it's about focusing on the right tasks at the right time. 

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This article is penned by Tanya Tesnovets, Sr. Executive Business Partner to CEO / Head of EA&PA department at Star and a member of IMA from Ukraine. 

The Guest Writer series features contributions from IMA members worldwide, showcasing the diverse experiences and expertise of management assistants within our network. Each piece offers unique perspectives, practical advice, and personal reflections from professionals in the field. The views expressed in this article are solely those of the author. 

#IMAisyournetwork #IMAGuestWriters