Request plan

Service guide

Executive assistant provider guide

Hand off calendar, inbox, travel, and follow-up work while the owner keeps sensitive decisions.

This page helps you scope the role before you talk to a provider, freelancer, or recruiter.

Get my role plan
Executive assistant planning calendar and inbox work on a laptop

Best for

founders with busy inboxessales leaders with follow-up gapsowners who need schedule help

Task scope

Good work to hand off first

  • sort email by owner rules
  • book meetings and send reminders
  • prepare simple daily brief notes
  • track open promises after calls
  • build clean contact lists

Keep these guardrails

  • do not share full inbox access on day one
  • keep money, legal, and hiring choices with the owner
  • record sample replies before asking for independent writing

First week

A simple ramp plan

Day 1: share calendar rules and sample email labels

Day 2: review 20 old messages together

Day 3: let the assistant draft replies for approval

Day 4: add meeting notes and follow-up tracking

Day 5: score speed, accuracy, tone, and questions asked

Provider script

Copy this into your first call.

"We want to start with a small pilot for executive assistant work. The first tasks are listed and repeat each week. Can you explain who screens the assistant, who checks quality, how replacement works, and how tool access is removed if we stop?"

FAQ

Can an executive assistant manage my whole inbox?

Usually not on the first week. Start with labels, drafts, meeting booking, and clear escalation rules before full inbox ownership.

What should stay with the owner?

Final decisions on money, legal risk, hiring, firing, and sensitive client issues should stay with the owner or manager.

Related guides

Read next

How to budget for a virtual assistant

Compare the whole cost of the role, including setup, software, and review time.

What tasks should you delegate first?

Start with repeatable admin, follow-up, inbox, CRM, and scheduling work.

Virtual assistant vs employee: which is better?

When to hire in-house and when a managed assistant is the safer first step.

Need help scoping the role?

Write down the job before you hire.

Send the tasks, tools, working hours, and parts that need a manager's approval.

Request staffing plan