So, you’ve decided to work with an Executive Assistant—awesome! As we always say, you don’t need much to get started. Just a good attitude, a rough idea of what you want to delegate, and your big boy pants so you can actually put some trust in this new stranger suddenly managing your life.
But if you want to turn that EA relationship into a legendary one—think cheese paired with wine—it’s going to take a bit more than that…
1. Be Crystal Clear About How You Like Things Done
Your EA isn’t psychic (unfortunately). If you don’t tell them how you like things—email structure, report fonts, meeting preferences—they won’t know. The details matter. Don’t keep it all in your head. Share your preferences and be specific. The clearer you are, the less chance of “oops” moments. Here are some things to get specific about:
Email structure (formal vs. casual tone, subject line style, signature format)
Report fonts and layouts (size, style, headings, bullet points, brand guidelines)
Meeting preferences (preferred location, agenda style, timing)
Communication methods (email vs. Slack, when to call or text)
File naming conventions (date-first, version numbers)
And hey, if something goes awry? Don’t be shy, give feedback so it’s spot-on next time.
2. GIVE Constructive Feedback (Seriously)
Mistakes happen—even to the best EAs. If something isn’t quite right, like accidentally ordering a double shot caramel latte instead of your usual long black (oops, surprise!), don’t brush it under the rug. Have a quick, productive chat about how to improve. Name the error or omission, specify succinctly why this was a problem, and confirm your EA now ‘gets’ it. EAs are go-getters who are growth-oriented, appreciate feedback, and genuinely want to do better. There’s no need for a blame game—just teamwork in action. The goal? Better results, less frustration, and continuous growth on both sides.
3. Put in the Effort (It’s Not One-Sided)
Your EA is your partner in crime (I mean business), dedicated to making your life run as smoothly as possible. They’re not just here to just tick off tasks (although they will do that)—they’re actively invested in your success and want to help you thrive.
Take the time to get to know them, show appreciation for their hard work, and invite their input in decision-making. Regardless of your industry, share product & market knowledge with them, so they can get a deeper understanding of the “why” behind your business. Show them an org chart of your business, so they know understand the correct communication channels. The more you put into this partnership, the more they’ll go the extra mile to help you work smarter, not harder!
4. Trust Them to Take the Wheel
You didn’t hire an EA to babysit them—so let them do their thing! Give them the freedom to make decisions, and watch them take the reins. Give them measurable actions to take – “I’d like you to have 10 email drafts prepared before every daily pulse”, as a way to give them training and experience they need to get up to speed quickly. Instead of nitpicking every email or micromanaging your calendar, trust them to handle it all—and enjoy the sweet satisfaction of things running smoothly without you lifting a finger.
5. Check-In, But Don’t Hover
Hovering is for flies, not you. That’s where daily pulses come in—a quick, efficient way to stay in the loop without hovering. Each pulse covers email queries, key project updates, any roadblocks, and potential calendar bumps to watch out for. Your EA will keep you updated on milestones and progress, so you’re never left wondering what’s going on. Think of it like a pit stop—just enough time to check the oil, adjust the course, and keep the engine running smoothly without slowing down the race!
6. Let Them Share Their Ideas
An EA will always be on the lookout for ways to improve your day. It's just how they’re wired! Whether it’s spotting inefficiencies, suggesting smarter systems, or finding small tweaks that save you time and energy, they’ve got a knack for making things run smoother. From streamlining processes to automating tasks or refining your schedule, their insights are a goldmine. So, don’t just nod along—encourage their input and you’ll both work smarter, not harder!
And always remember…a little “thank you” goes a long way. Calendar looking top-notch? Trip overseas seamlessly scheduled? Email getting replied to before you’ve even seen them? Thank your EA, and trust me, they’ll be even more motivated to keep up the awesome work.
