ADHD at Work: Building Better Systems as an Administrative Assistant

CJ Pringle
Sep 24
3 min read

Admin Assistants: The Backbone of Office Productivity

Administrative and executive assistants keep the workplace running smoothly behind the scenes.

They coordinate calendars, plan meetings, manage communication, organize files, handle travel, and prepare reports; often acting as the first point of contact for clients and internal teams alike.

Whether supporting one executive or an entire department, these roles require sharp organization, discretion, problem-solving, and constant communication—often without a clear roadmap.

Hands typing on a laptop and holding a smartphone at a table with a paper cup and glasses, in a bright, modern office setting.

The ADHD Struggles Admins Know Too Well

These roles require structure, speed, and focus—areas where ADHD symptoms can make things tough. Some of the biggest challenges include:

1. Prioritization and Time Blindness

Everything can feel equally urgent—meeting requests, supply orders, inbox triage, and more.
ADHDers may hyperfocus on low-priority tasks or freeze when there’s too much to juggle.

2. Forgetting Follow-Ups or Missing Details

Small oversights (like not confirming a meeting room) can cause big ripple effects.
ADHD affects working memory, making mental to-do lists unreliable without systems.

3. Avoidance of Repetitive Tasks

Filing, spreadsheet updates, or expense reports can feel draining.
These tasks often get put off or skipped entirely, leading to buildup.

4. Trouble with Interruptions and Task Switching

Constant pings and requests can derail focus quickly.
ADHD makes it harder to shift gears and return to a half-finished task.

5. Emotional Sensitivity and Perfectionism

Many ADHDers are people-pleasers with high personal standards.
A scheduling slip or critical feedback can trigger shame spirals or over-apologizing.

Tools and Systems That Help Admins with ADHD Shine

These roles demand a high level of executive function—but with the right supports, you can thrive. Try these strategies:

1. Use a Master Dashboard to Externalize Your Brain

Tools like Notion, Trello, ClickUp, or a physical planner can help.
Track:
- Top daily priorities
- Follow-ups and open loops
- Meeting prep and scheduling
Keeping everything visible reduces mental load.

2. Set Calendar Blocks for Admin Tasks

Proactively schedule time for:
- Email cleanup
- Calendar audits
- Filing or form processing
This structure helps manage time blindness and prevents backlog.

3. Develop Quick-Capture Systems

Use a sticky note, inbox folder, or “hot list” to dump:
- New requests
- Questions for your exec
- Tasks to revisit later
This improves working memory and reduces the impact of interruptions.

4. Template Everything

Save time and mental energy with templates for:
- Meeting agendas
- Travel itineraries
- Calendar invites
- Common email responses

5. Create a “Power-Down” Ritual

Before logging off, take 5–10 minutes to:
- Review tomorrow’s top tasks
- Close out browser tabs
- Send any last reminders
It helps you start fresh the next day.

6. Use Verbal Anchors to Regain Focus

Try quick mental resets like:
- “What was I doing before this?”
- “Is this the best use of my time right now?”
These anchors help redirect your attention gently and effectively.

How Agave Health Supports Admins with ADHD

Being the calm in the storm isn’t easy—especially when your own brain feels like a whirlwind. At Agave Health, our ADHD-informed coaching and therapy can help you build the structure and support you need to stay grounded and thrive.

With Agave, executive and administrative assistants can:

Create customized systems for task management and follow-through
Stay organized even through constant pivots and interruptions
Build confidence in navigating high-stakes communication and shifting priorities
Reduce burnout by working with your brain—not against it