If you’re constantly context-switching between scheduling, follow-ups, and inbox management, it’s time to rethink how you spend your hours. Delegating the right tasks to an Executive Assistant (EA) isn’t about offloading, it’s about amplifying your impact.
Here are the top 10 high-leverage tasks you should delegate to your Executive Assistant, with practical ways to get started.
1. Email triage and management
Why it matters: Your inbox shouldn’t be your to-do list. An EA can:
- Prioritize critical messages
- Flag high-urgency communications
- Draft or send responses under your guidance
- Set up rules for sorting and archiving
Pro tip: Label emails you’d want handled and use them to train your EA.
2. Calendar control and optimization
Why it matters: Time is your scarcest resource. Let your EA:
- Understand and manage your scheduling preferences
- Block time for deep work and breaks
- Prevent meeting overload
- Resolve conflicts and confirm with attendees
Get started: Share your ideal daily and weekly rhythm. Ask your EA to restructure accordingly.
3. Travel planning and itineraries
Why it matters: Travel logistics are time-consuming. A skilled EA can:
- Book flights, hotels, and ground transportation
- Prepare detailed travel folders with contacts and logistics
- Monitor for travel disruptions and handle changes
Suggestion: Create a reusable travel checklist your EA can personalize for each trip.
4. Meeting prep and follow-ups
Why it matters: Meetings without prep waste time. Let your EA:
- Draft and distribute agendas in advance
- Organize briefing documents and key materials
- Track action items and send timely follow-ups
Delegation tip: Start with 3 recurring meetings your EA can support end-to-end.
5. Project coordination support
Why it matters: Projects often stall due to lack of follow-through. Your EA can:
- Track deadlines and deliverables
- Follow up with contributors
- Maintain updates in project tools like Notion or Asana
Start simple: Pick one project where your EA can take on a coordination role.
6. Research and information gathering
Why it matters: You need curated insights, not raw data. An EA can:
- Summarize trends, competitors, or clients
- Compile relevant articles, podcasts, or reports
- Create briefing docs for upcoming meetings
Expert tip: Ask for a weekly industry digest with takeaways and links.
7. Document and asset management
Why it matters: Disorganized files drain time. Your EA can:
- Create and format presentations, documents, and spreadsheets
- Maintain version control and naming conventions
- Organize digital folders by client, topic, or project
Checklist: Have your EA audit and reorganize your current file system.
8. Personal logistics and support
Why it matters: Your personal life supports your leadership. An EA can:
- Schedule personal and family appointments
- Handle gift purchases and deliveries
- Manage home logistics and travel planning
Delegation cue: Keep a shared list of personal tasks your EA can gradually own.
9. Communication liaison
Why it matters: You shouldn’t be the bottleneck for updates. Your EA can:
- Serve as a first point of contact
- Relay updates to your team, partners, or clients
- Send follow-ups and check-ins on your behalf
Get started: Provide 2–3 response templates your EA can customize for common replies.
10. Financial and admin operations
Why it matters: Admin errors impact decision-making. Delegate:
- Tracking expenses and managing reimbursements
- Monitoring department budgets
- Coordinating with your accountant or bookkeeper
Pro move: Set a monthly 30-minute financial review with your EA.
What happens when you delegate effectively?
| Task Area | Time Reclaimed (Est.) | Strategic Impact |
|---|---|---|
| Email + Calendar | 8–10 hrs/week | More proactive time for priorities |
| Meetings + Projects | 4–6 hrs/week | Better momentum and fewer delays |
| Travel + Admin | 3–5 hrs/week | Reduced stress and smoother logistics |
That’s 15+ hours a week you can invest into growth, vision, and leadership.
Ready to start?
At Base, we help growth-minded leaders find Executive Assistants who unlock your time and elevate your day-to-day. Whether you’re hiring your first EA or optimizing delegation, we’re here to guide the way.
