Most executives wait way too long to delegate. By the time they hire an EA, they’re already burned out, their inbox is a disaster, and their calendar is a game of Tetris played at 11 PM.
Here’s what changes when you delegate strategically:
- You get your time back. The average executive spends 16+ hours per week on administrative tasks. That’s two full workdays.
- Your EA becomes a force multiplier. They don’t just take tasks off your plate—they create systems that prevent chaos from happening in the first place.
- You stop being the bottleneck. When someone else owns scheduling, follow-ups, and coordination, your team moves faster.
But delegation only works if you hand off the right tasks. Let’s break down what those are.
The Top Tasks to Delegate to a Remote Executive Assistant
1. Inbox Management
Your inbox is not a to-do list. It’s a chaotic stream of requests, FYIs, spam, and things that could have been a Slack message.
What your EA can do:
- Triage and prioritize emails based on urgency and importance
- Draft responses for your review or send on your behalf
- Archive, label, and organize emails into folders
- Unsubscribe you from newsletters you’ll never read
- Flag action items and create tasks in your project management tool
Why it matters: Most execs spend 28% of their workweek on email. Getting that time back is a game-changer.
2. Calendar Management
If you’re still scheduling your own meetings, you’re wasting hours every week playing email tennis.
What your EA can do:
- Schedule, reschedule, and cancel meetings on your behalf
- Block focus time and protect your deep work hours
- Send calendar invites with agendas and prep materials
- Coordinate across time zones and manage complex multi-party scheduling
- Add buffer time between meetings so you’re not back-to-back all day
Expert tip: The best EAs don’t just manage your calendar—they design it. They know when you do your best work and build your schedule around that.
3. Travel Planning and Logistics
Booking flights, hotels, and ground transportation is a time suck. And when things go wrong (delayed flights, last-minute changes), it’s a nightmare.
What your EA can do:
- Research and book flights, hotels, and rental cars
- Create detailed travel itineraries with confirmation numbers, addresses, and contact info
- Handle changes and cancellations
- Manage travel rewards programs and expense tracking
- Coordinate dinner reservations and meeting logistics while you’re on the road
Why it matters: Business travel is stressful enough. Your EA makes sure you show up rested and prepared, not scrambling to find a hotel at midnight.
4. Meeting Preparation and Follow-Up
Great meetings don’t just happen. They require prep, structure, and follow-through.
What your EA can do:
- Create and send meeting agendas in advance
- Pull relevant documents, reports, or context for your review
- Take notes during meetings and distribute recaps
- Track action items and follow up with attendees
- Schedule follow-up meetings and check-ins
Expert tip: Most execs overlook this one. Meeting prep is where your EA saves you from showing up underprepared—or worse, having a meeting that didn’t need to happen at all.
5. Project and Operations Support
You’re juggling too many projects, and things are slipping through the cracks. Your EA can be the glue that holds it all together.
What your EA can do:
- Manage project timelines and track deliverables
- Coordinate with team members and external partners
- Update project management tools (Asana, Monday, Notion, etc.)
- Create and maintain SOPs and internal documentation
- Follow up on outstanding tasks and keep projects moving forward
Why it matters: When your EA owns the operational backbone of your projects, you can focus on strategy and decision-making instead of chasing updates.
6. Expense Management and Bookkeeping
Receipts, reimbursements, and expense reports are tedious—and easy to let pile up.
What your EA can do:
- Track and categorize expenses
- Submit expense reports and reimbursements
- Reconcile credit card statements
- Coordinate with your accountant or bookkeeper
- Manage vendor invoices and payments
Expert tip: If you’re a founder or business owner, your EA can also help you stay on top of financial admin so nothing falls through the cracks at tax time.
7. Communication and Stakeholder Management
You’re the face of your company, but you don’t need to personally respond to every inbound message.
What your EA can do:
- Monitor and respond to LinkedIn messages, DMs, and inquiries
- Draft and send client or investor updates
- Coordinate with PR, media, or speaking opportunities
- Manage internal team communication and announcements
- Handle introductions and warm handoffs
Why it matters: Your EA makes sure no one feels ignored—and that you’re not spending hours a day on low-priority messages.
8. Personal Tasks (Yes, Really)
Your EA isn’t just for work. The best EAs help you reclaim your personal time, too.
What your EA can do:
- Schedule doctor’s appointments and personal errands
- Coordinate childcare, pet care, or household services
- Research and book personal travel or date nights
- Manage gift-giving (birthdays, holidays, thank-you notes)
- Handle returns, subscriptions, and other life admin
Expert tip: This is where the magic happens. When your EA handles your personal admin, you actually get to be present with your family and friends instead of mentally running through your to-do list.
What Most Execs Overlook When Delegating
Here are the tasks that should be delegated but rarely are:
- Decision triage: Your EA can filter decisions and only bring you the ones that truly need your input.
- Research and analysis: Need to evaluate vendors, competitive landscape, or new tools? Your EA can do the legwork and present you with a summary.
- Social media and content support: Drafting LinkedIn posts, scheduling content, and managing your personal brand.
- Onboarding and offboarding: Whether it’s a new hire, contractor, or client, your EA can own the process.
Your Free Delegation Checklist: 30 Tasks to Instantly Hand Off
Not sure where to start? Download our “30 Tasks to Instantly Delegate” checklist—a done-for-you guide to what you can hand off today.
How to Know If You’re Ready for an Executive Assistant
Still on the fence? Here are the signs you need an EA yesterday:
- You’re working nights and weekends just to stay on top of admin
- You’re missing important deadlines or meetings because things are falling through the cracks
- You spend more time coordinating than creating
- You can’t remember the last time you had a full day of deep, focused work
- Your team is waiting on you to move projects forward
If any of these sound familiar, it’s time to delegate.
The ROI of Delegating to a Remote Executive Assistant
Let’s do the math.
If you’re spending 16 hours a week on admin tasks, and your time is worth $200/hour, that’s $3,200 of value lost every week. Over a year, that’s $166,400.
Meanwhile, a full-time remote EA costs a fraction of that—and gives you back the time to focus on revenue-generating, strategic work.
The return on investment isn’t just financial. It’s your sanity, your energy, and your ability to actually lead instead of just reacting.
Read more: The Real ROI of Hiring an Executive Assistant
Frequently Asked Questions About Delegating to a Remote Executive Assistant
Q: How much does it cost to hire a remote executive assistant?
A: Remote EAs typically range from $3,000-$8,000/month for full-time support, depending on experience level and scope. At Base, we offer flexible arrangements tailored to your needs.
Q: What’s the difference between a virtual assistant and an executive assistant?
A: Virtual assistants handle general admin tasks, while executive assistants are senior-level professionals who manage complex workflows, strategic projects, and high-touch stakeholder coordination.
Q: How do I know what tasks to delegate first?
A: Start with high-volume, low-complexity tasks like inbox management and calendar scheduling. Then move to higher-value delegation like meeting prep and project coordination.
Q: Can a remote EA really handle confidential or sensitive work?
A: Yes. Professional remote EAs are trained in confidentiality, data security, and discretion. At Base, all EAs sign NDAs and follow strict privacy protocols.
Q: How long does it take to onboard a new EA?
A: Most EAs are productive within 1-2 weeks. At Base, we provide structured onboarding to accelerate the process and ensure a smooth transition.
