What Does an Executive Assistant Do? Tasks Founders Should Hand Over
An executive assistant manages a leader's inbox, calendar, meetings and follow-ups. See the full task list and how to start delegating in the first week.
By the Zenstack team · · 2 min read
Founders often wait too long to hire an executive assistant because they are not sure what one would do. The short answer: everything that takes your time but does not need your judgment.
Core tasks of an executive assistant
Calendar
- Schedules and reschedules meetings
- Protects blocks of focus time
- Makes sure you are not double-booked
Inbox
- Sorts email and flags what matters
- Drafts replies for your approval
- Unsubscribes and files the rest
Meetings
- Prepares a short brief before each one
- Takes notes and records action items
- Sends follow-ups afterwards
Travel and logistics
- Books flights, hotels and transport
- Builds an itinerary with times and addresses
Follow-through
- Tracks what you promised and what others owe you
- Chases deadlines politely
Tasks beyond the basics
Experienced executive assistants often take on:
- Expense reports and invoices
- Light research before a call or decision
- Coordinating with clients, investors or suppliers
- Preparing documents and presentations
- Small personal tasks that free up your day
What a good executive assistant looks like
The difference between a good and an average EA is judgment. An average assistant asks "what should I do with this email?" A good one says "I replied to these three, declined this meeting, and this one needs you."
That takes clear communication, discretion and the ability to learn how you think.
How to start delegating
Many founders hire an EA and then keep doing everything themselves. A simple order works:
- Week one: the calendar. Low risk, and you feel the benefit at once.
- Week two: the inbox. Start with sorting and flagging, then drafted replies.
- Week three: follow-ups and meeting prep.
- Week four: travel, expenses and anything recurring.
Write down your preferences as you go: which meetings you always take, who gets a fast reply, when you do not want calls. This becomes your assistant's guide. Our 30-day onboarding checklist covers the rest.
Signs you need one
- You spend more than an hour a day on email and scheduling
- Things slip because nobody follows up
- You prepare for meetings in the five minutes before them
- You are the bottleneck for small decisions
Executive assistant or virtual assistant?
An EA supports you personally. A virtual assistant handles tasks for the business, such as data entry or support. See executive assistant vs virtual assistant.
Hiring a remote executive assistant
A remote EA works well when they are online during your hours. Through Zenstack, a full-time executive assistant works your exact hours, with rates from $12 an hour depending on experience.
Frequently asked questions
What should I not delegate to an executive assistant?
Decisions that need your judgment, sensitive conversations with your team, and anything where your personal relationship matters. Almost everything around those can be delegated.
Is it safe to give an assistant access to my inbox?
Yes, with basic care. Use delegated access through your own account, a password manager, and a contract with confidentiality terms. You can remove access at any time.
Can an executive assistant work remotely?
Yes. Inbox, calendar, travel and follow-ups are all done online. The key is that they work the same hours you do.