Task Efficiency for Executive Assistants: Time & Calendar Management

When it comes to task efficiency for executive assistants, Base checks all the boxes. As an EA, you’re expected to work through every job thrown your way while also staying up-to-date and efficient 100% of the time. It can be extremely challenging and flat-out exhausting to be “on” at all times. And while it’s your job to help others succeed, you shouldn’t forget to look out for your own success as well.  

This is where Base’s pain point management comes into play. When many EAs begin thinking about places they could improve their day-to-day, time management and calendar management are among the first things that come to mind. And it makes complete sense. Every seasoned EA knows the critical importance of maintaining an efficient executive calendar schedule

Since it’s your job to make sure your executive is spending their days wisely, it’s beneficial to create executive assistant goals that revolve around improving overall productivity. Keep reading to learn how our platform will help make executive assistant calendar management and effective communication second nature.

Executive Assistant Time Management

When it comes to day-to-day time management for executive assistants, we understand that being proactive is easier said than done. The nature of the EA role is highly reactive—and much of our time is spent keeping track of all the various changes that take place throughout the workweek. Base helps with time management because it creates a seamless space where you won’t have to worry about switching back and forth between applications, losing track of things, waiting for feedback—and more.

Moreover, learn how to manage your time in a way that has the greatest benefit to you: Not only does this allow you to be more organized, but it also works to increase your overall productivity and value. With so many noticeable benefits, time management is a great goal for executive assistants to focus on. After all, we could all use some help managing our time a little better.

Base helps EAs effectively navigate their unique set of time management obstacles so they can conquer some of the chaos that comes with being an assistant. With that being said, as EAs ourselves, we understand that your time at work isn’t always your own. Time management for executive assistants depends on having access to the proper tools and support to excel. 

You not only need a way to have your email, calendars, and files all in one place, you also need a single space to view and update meeting changes, agendas, and all the various other things that pop up throughout your day. That’s why we’ve created the first-ever, EA-focused platform to completely transform the way you handle task management

Our executive assistant software puts a minimum of two hours (or more if you use our full suite of features!) back into your workweek. Our solutions will positively impact your day-by-day time management and communication and will also give you the skills to improve over the long term. 

Executive Assistant Calendar Management 

At Base, we talk to EAs every day who need help managing multiple calendars more efficiently. In light of this, we’d be remiss not to share our go-to executive assistant calendar management tips. The following are ways in which our EA software can make managing your executives’ jam-packed schedule a piece of cake: 

  • Calendar Integration: This is why Base is the best tool for executive assistants. Once your executive’s calendar is integrated into Base, you’ll have the ability to create meeting notes, as well as drop events, files, attachments, and more into your Digest. This gives your executive a comprehensive view of everything they need in one, easy-to-access place. (Even better: Our calendaring feature, Scheduler, represents the single largest opportunity cost for assistants. Move aside, Calendly; there’s a new kid in town. Get on the waitlist here and stay tuned!)
  • AI Automations: Sometimes, when you receive an email, all that’s required out of you is an acknowledgment and creation of an action item. When utilizing AI for calendar management, you can teach it to recognize these instances based on a keyword or phrase. Once the buzzword or phrase is stated, you can set it up to trigger an automated response and task in your chosen management platform.
  • Template Scheduling: For many EAs, scheduling meetings for your executive takes up a large portion of your day. While you can rely on automation for some of these tasks, there’s still that inevitable back-and-forth from time to time. Since you frequently use the same verbiage, it’s beneficial to make and schedule templates ahead of time. This way, you won’t have to retype them a million times.
  • Color Coding: This is one of our favorite executive assistant calendar management hacks to stay organized and approach the week with more clarity. We’ve found that it really helps us visualize the week ahead and stay aligned with our different goals and priorities. However you choose to color code, this solution can help you categorize your exec’s time between internal meetings, external meetings, work blocks, and more.

5,000+ assistants use Base to work faster, smarter, and get noticed.

Base is the first executive assistant software designed to maximize how today’s assistants and leaders work together by connecting calendar management, communication tools, and strategic planning in one unified solution.

Written by Bryn Smith

Bryn is the Senior Manager of Brand and Product Marketing at Base, where she is on a mission to build a world-class EA community by connecting them with top-notch thought leaders, invaluable resources, and cutting-edge insights.