Supporting executives means being ready for anything — especially when plans change at the last minute or unexpected disruptions pop up. You’re the steady hand in the storm, keeping things moving and everyone confident, no matter what comes your way.

Some situations you’ll face include:

• Sudden schedule changes
• Technology hiccups
• Urgent, unexpected requests

Mastering flexibility helps you keep your executive and stakeholders calm, productive, and reassured.

When last-minute changes happen, it’s natural to feel a spike of stress. After all, how you respond sets the tone for everyone. Before you react, try a quick mindfulness technique:
🧘 Pause and take a slow, deep breath.
🧘 Notice any tension in your body and relax your shoulders.
🧘 Focus on the present moment and what you can control.

This simple reset helps you respond thoughtfully instead of reacting automatically, setting a calm tone for everyone.

For example, when your executive says, “We need to move the client call up by two hours and add a new agenda item,” take a breath and reply with calm confidence:
“Understood, I’ll notify the client and update the agenda right away.”

Tip: Keep a mental or written list of backup times and resources. This lets you pivot quickly and handle changes smoothly.

Disruptions are inevitable. Your job is to keep things professional and moving forward. One practical tool for handling disruptions is the OODA Loop:

• Observe: Notice the disruption (e.g., a key document is missing).
• Orient: Assess the situation and available resources.
• Decide: Choose the best course of action (e.g., inform the group, look for the document).
• Act: Implement your decision and communicate clearly.

For instance, if a key document your executive needs for a meeting can’t be found at the last minute, step in with confidence using the OODA loop outlined above:
“It looks like the document isn’t immediately available. Let me track it down and share it with everyone as soon as possible. In the meantime, would you like to continue with the other agenda items or discuss any questions related to the topic?”

Proactive planning is your secret weapon. Anticipate risks (travel delays, double-booked meetings, venue issues) and have backup plans ready. For example:
“What if the venue loses power?”
Have a backup location or printed materials on hand. Thinking ahead shows reliability and keeps things running, even when the unexpected happens.

When things go sideways, your words and attitude can turn stress into teamwork. Use positive, forward-looking language to keep everyone focused on solutions.

For example, if a meeting needs to be rescheduled last minute, instead of saying, “This is really inconvenient,” try:
“I understand things change quickly. Let’s see how we can adjust to keep everything on track.”

• Victoria: Jake, the client just called and they need to move our meeting up by an hour and want to add a discussion about the new compliance requirements.
• Jake: Thanks for letting me know, Victoria. I’ll update the calendar invite and notify the rest of the team right away. Is there anything specific I should prepare for the compliance discussion?
• Victoria: They’d like a quick overview of our current process and any documentation we have on file.
• Jake: Got it. I’ll pull those documents and send a summary to everyone before the meeting. I’ll also confirm with IT that the video link is ready, just in case we run into any tech issues.
• Victoria: Perfect, thanks for handling this so quickly.

Jake stays calm, communicates clearly, and anticipates what’s needed—showing flexibility and professionalism under pressure.

With these strategies, you’ll be ready to handle last-minute changes and disruptions with confidence and poise. Up next, you’ll get to practice these skills in a realistic role-play scenario!