What Do Executive Assistants Do? A Complete Guide for Leaders

An executive assistant (EA) is a strategic partner who manages the complex administrative and operational work that consumes your time, from calendar and inbox management to project coordination. Getting the right support means you save time, reduce context switching, and execute faster on your most important goals. If you’re a founder or business operator drowning in admin while trying to grow, delegating to a vetted assistant is your next step.

Key Takeaways

  • What EAs Do: They manage schedules, inboxes, travel, and expenses, but also handle strategic tasks like project coordination, research, and process documentation (SOPs).
  • How to Start: Begin by delegating 3–5 high-impact, low-risk tasks like calendar management or inbox triage to build trust and momentum.
  • Security First: Never share passwords directly. Use a password manager and role-based access to grant secure, revocable access to tools.
  • Measure Success: Track hours saved, task turnaround time, and your assistant's "time-to-independence" to quantify your return on investment (ROI).
  • The Difference: A general Virtual Assistant (VA) handles discrete tasks. An Executive Assistant is a strategic partner who anticipates needs and manages workflows.

Summary (TL;DR)

  • What to do next: Decide to delegate by identifying 3-5 time-consuming, low-risk tasks you can offload immediately. Your first step is to document one of those tasks.
  • What to delegate: Start with inbox/calendar management, travel booking, and meeting prep. Scale to CRM updates, expense reporting, and project tracking.
  • What to expect: In the first 30 days, a good EA will master your core administrative tasks, learn your preferences, and begin documenting processes into Standard Operating Procedures (SOPs).
  • Common pitfalls: Avoid vague instructions, micromanagement, and skipping security protocols. The biggest mistake is failing to invest time in the first week of onboarding.
  • Quick timeline: Expect a 1-week setup for tools and access, with your EA running simple recurring tasks independently within 2 weeks and handling multi-step projects by the end of the first month.

Quick Answers

  • What does an EA really do? An EA handles high-level administrative, operational, and strategic support to free up an executive's time and focus.
  • Is a virtual EA expensive? Compared to the cost of a leader's time spent on admin, a virtual EA provides significant ROI. Check our plans and pricing for specific options.
  • How long does it take to get started? With a managed service, you can be matched and onboarded with a vetted assistant in a matter of days.

Step-by-Step Playbook

Handing off work to an executive assistant is a repeatable process, not a gamble. For busy founders and operators, the goal is to get work off your plate without the churn of hiring and re-hiring freelancers. This playbook provides a clear, actionable framework for integrating a remote EA into your workflow, ensuring clarity, consistency, and trust from day one.

Flowchart illustrating the EA delegation process with steps: Delegate, Focus, and Results.

Here is a 7-step process to follow:

  1. Task Selection: Start small to win big. Identify 3–5 repetitive, time-consuming tasks that don't require deep strategic input. Good candidates include calendar management, inbox filtering, or travel coordination. Avoid starting with your most complex, high-stakes project.

  2. Task Briefing: Create a crystal-clear task brief for each initial delegation. Ambiguity leads to rework. Define the goal, the final outcome (Definition of Done), and provide all necessary resources. A clear brief is the foundation of successful delegation.

  3. Access & Security: Granting access must be secure. Never share your master passwords. Use a password manager like 1Password or LastPass to provide role-based access. Always follow the principle of least privilege: grant only the permissions necessary to complete the task. Ensure Two-Factor Authentication (2FA) is enabled on all critical accounts.

  4. Onboarding Week (The First 7 Days): The first week is critical for setting the tone. Our managed virtual assistant services include a structured onboarding process.

    • Week 1: Focus on tool setup, access, and initial communication. Delegate 2-3 simple tasks. Hold a 30-minute kickoff call and brief 15-minute daily check-ins to answer questions and build rapport.
    • Week 2: Introduce a more complex, multi-step task. Transition from daily calls to asynchronous updates and a single 30-minute weekly sync.
    • First 30 Days: Your EA should be running the initial tasks with minimal oversight. They should now be able to document these workflows into a Standard Operating Procedure (SOP).

  5. Cadence & Communication: Establish a predictable communication rhythm. Use daily async check-ins (e.g., a brief Slack message) for status updates and blockers. Reserve a weekly 30-minute video call for strategic planning, feedback, and priority alignment.

  6. QA & Feedback: Review your assistant’s work, especially in the beginning. Provide specific, constructive feedback. Frame it collaboratively: "For next time, let's try formatting the report this way to make the numbers clearer." This builds skills and confidence.

  7. Scaling the Relationship: Once your EA masters the initial tasks, begin layering in more complex responsibilities. This is when you move from simple delegation to true operational leverage. Examples include drafting internal communications, managing project timelines, or conducting preliminary research for a new initiative.

Delegation Assets (Templates + Scripts)

Vague requests lead to inconsistent results and wasted time. Effective delegation relies on clear, structured communication. These copy-paste templates provide the clarity your assistant needs to execute tasks correctly the first time, giving you confidence and saving hours of back-and-forth.

Task Brief Template

Use this one-page template for any new or significant task to create a single source of truth.

  • Goal: What is the "why" behind this task? (e.g., “Prepare the slide deck for the Q3 board meeting so we can present our progress on [Project Name].”)
  • Definition of Done: What does a successful outcome look like? (e.g., “A 20-slide deck in Google Slides using the company template, with all data from the Q3 dashboard visualized as charts. All slides must include speaker notes.”)
  • Inputs/Links: Provide all necessary files, documents, and links (e.g., link to the dashboard, company template, brand guide).
  • Tools: List the required software (e.g., Google Slides, Sheets, [CRM Name]).
  • Constraints: Note any budget limits, brand guidelines, or things to avoid (e.g., “Do not use stock photos; only use images from our approved library.”)
  • Examples: Link to 1-2 past examples of excellent work (e.g., “See the Q2 board deck for style reference.”)
  • Deadline: Provide a specific date and time (e.g., “Draft 1 due by Wednesday at 5 PM ET for my review.”)
  • Escalation Rules: Who should they contact if they get stuck or have questions?

SOP / Checklist Template

For recurring tasks, create a simple checklist so your assistant can own the process.

Task: Monthly Expense Report Generation
Frequency: 1st business day of each month

  1. Log in to [Expense Tool].
  2. Export all transactions from the previous calendar month.
  3. Categorize each transaction according to the "Chart of Accounts" guide.
  4. Identify and flag any expenses over $100 that are missing a receipt.
  5. Draft a standardized email to the team members with missing receipts.
  6. Generate the final expense report as a PDF.
  7. Save the PDF in the Finance > Monthly Reports > [Year] folder.
  8. Send a Slack message to [Your Name] with a link to the final report.

Communication Cadence Template

Establish a predictable communication rhythm to minimize interruptions and build trust.

  • Daily Check-in (Async): A brief morning message in Slack/Teams covering: 1. Top 3 priorities for today. 2. Any blockers.
  • Weekly Sync (Live): A 30-minute video call on Monday to: 1. Review last week's wins/challenges. 2. Align on this week's priorities. 3. Discuss process improvements.
  • Task-Specific Communication: All questions and updates related to a specific task should happen within the project management tool (e.g., Asana, Trello) to keep conversations organized.

What to Delegate Checklist: Task Examples

Here are 20+ common tasks perfect for an outsourced admin support professional.

  • Manage and triage your email inbox
  • Schedule and coordinate all internal and external meetings
  • Book business and personal travel (flights, hotels, transport)
  • Prepare meeting agendas, materials, and take notes
  • Create and format presentations and documents
  • Conduct research on competitors, vendors, or new markets
  • Update your Customer Relationship Management (CRM) system
  • Manage expense reporting and receipt tracking
  • Create and maintain Standard Operating Procedures (SOPs)
  • Post approved content to social media accounts
  • Handle initial customer service inquiries and triage tickets
  • Prepare and send invoices to clients
  • Follow up with partners, vendors, or overdue accounts
  • Organize and maintain digital file systems (e.g., Google Drive)
  • Perform data entry and database cleanup
  • Order office supplies, team lunches, or client gifts
  • Transcribe audio from meetings or webinars
  • Create simple graphics for social media or presentations using Canva
  • Proofread documents, emails, and reports
  • Manage your personal appointments and reservations

Measurement & ROI

A laptop displaying a 'MEASURE ROI' bar graph on a wooden desk with calculator and plants.

How do you know if hiring a remote executive assistant is actually working? While feeling less overwhelmed is a great start, quantifying the value demonstrates a clear return on investment (ROI). A great EA creates leverage, buying back your most valuable asset—time—so you can focus on work only you can do.

Suggested KPIs

Track these Key Performance Indicators (KPIs) to measure impact objectively.

  • Hours Saved per Week: The most direct measure of ROI. Estimate the hours your EA handled that you would have done yourself.
  • Task Turnaround Time: The time from task assignment to completion. A decreasing average shows growing efficiency.
  • % Tasks Done Without Rework: A high percentage indicates clear communication and high-quality execution.
  • Backlog Size: A shrinking list of "someday/maybe" tasks is a clear sign of progress.
  • Response-Time Expectations: Are messages acknowledged and tasks started within an agreed-upon timeframe?
  • Time-to-Independence: How long until your EA can run a recurring task with minimal oversight? This is a key metric for measuring trust and ownership.

A Simple ROI Framing

Calculate the financial return with this straightforward formula:

(Hours Saved Per Week × Your Hourly Value) – Weekly VA Cost = Net Value Gained

For example: A founder whose time is worth $200/hour delegates 10 hours of administrative work per week. That's $2,000 of high-value time reclaimed. Subtract the weekly cost of the managed virtual assistant, and the remainder is your clear ROI. The value isn't just in the cost savings, but in the new revenue-generating activities you now have time for.

30-Day Success Scorecard Checklist

Use this checklist after the first month to evaluate progress.

  • Autonomy: Are at least 3 recurring tasks now happening without my involvement?
  • Efficiency: Have we reduced back-and-forth communication on routine requests?
  • Proactivity: Has my assistant suggested at least one process improvement?
  • Focus: Did I reclaim 5+ hours this week for strategic work?
  • Tool Mastery: Is my assistant comfortable in our core tools (CRM, project manager)?
  • Trust: Do I feel confident delegating a multi-step task and knowing it will get done?
  • Documentation: Has at least one SOP been created for a core process?

FAQs

Here are concise, factual answers to the most common questions from busy professionals comparing their options for dependable help.

What tasks should I delegate first?

Start with tasks that are time-consuming for you but have clear, repeatable steps. The goal is to get quick wins that build confidence and free up your time immediately. Excellent starting points are calendar management, inbox triage, travel booking, and meeting preparation. These are high-volume administrative tasks where an EA can deliver immediate value.

How do I give access securely?

Never share master passwords. The best practice is to use a secure password manager like 1Password or LastPass to share specific logins without revealing the password itself. Additionally, create separate user accounts with role-based permissions in your software (e.g., Google Workspace, Microsoft 365) and enforce Two-Factor Authentication (2FA) on all critical accounts. A reputable virtual assistant agency will also ensure all assistants are bound by a Non-Disclosure Agreement (NDA).

What’s the difference between a virtual assistant and an executive assistant?

While the terms are often used together, they differ in scope. A Virtual Assistant (VA) is a broad term for a remote admin professional who handles tasks. An Executive Assistant (EA) is a specialized type of VA who provides high-level, strategic support. They don't just complete tasks; they manage workflows, anticipate needs, and act as a strategic partner to an executive. Think of it this way: a VA executes a task, while an EA owns an outcome.

Dedicated VA vs pooled team—what’s better?

It depends on your needs. A pooled team (where tasks are assigned to the next available person) can be good for high-volume, simple tasks. However, for strategic support, a dedicated assistant is superior. A dedicated EA learns your preferences, priorities, and key stakeholders, allowing them to become a proactive partner. This continuity is essential for building the trust needed to delegate high-stakes work. Match My Assistant uses a dedicated model to foster these strong partnerships.

How does onboarding work and how long does it take?

A structured onboarding process is key and typically focuses on the first 30 days.

  • Week 1: Setup of tools, access, and communication rhythms. Delegate 2-3 simple, recurring tasks.
  • Weeks 2-3: Introduce more complex projects and shift to a weekly sync cadence.
  • By Day 30: Your EA should be running core tasks independently.
    Our how our matching process works page details how we facilitate a smooth and effective onboarding experience, complete with a satisfaction guarantee.

What happens if my assistant is unavailable?

This is a major risk with freelance marketplaces but a key benefit of a managed virtual assistant agency. If a freelancer is sick or on vacation, your work stops. A managed service like Match My Assistant has built-in backup. We ensure continuity by having other vetted professionals ready to step in for critical tasks during any planned or unplanned absences, so your business operations never miss a beat.

Is a VA better than hiring in-house for my situation?

A remote executive assistant is often a better choice for small businesses, founders, and professionals who need flexible, high-caliber support without the overhead, recruitment time, and legal complexities of hiring a full-time employee. You get access to top-tier talent and can scale hours up or down as needed, providing a better ROI and faster path to getting support.

Ready to reclaim your time and focus on what matters most? A managed virtual assistant service provides the clarity, consistency, and trust you need to delegate with confidence. We help you find a vetted, US-based professional who matches your work style and industry needs.

If you want to learn more about our flexible support options, talk to our team today to get matched.