Oct 7 / Sarah Calderon

Executive Assistant Tasks You Should Delegate to Boost Productivity

Imagine generating 33% more revenue simply by delegating more effectively. A Gallup study found that CEOs with strong delegation skills see significantly higher business growth compared to their counterparts. Delegating key executive assistant tasks is not just about offloading work; it’s a strategic move to free up your time, focus on high-impact decisions, and drive your company forward. In this guide, we’ll explore the most essential tasks you should delegate to an EA to maximize productivity and boost your overall success.

The Importance of Delegating Executive Assistant Tasks

When it comes to optimizing your time and driving growth, delegation is more than just a productivity hack—it’s a strategic advantage. By delegating key executive assistant tasks, you allow yourself the freedom to focus on high-level business strategies and innovations, instead of getting caught up in the minutiae of day-to-day operations.

Consider the impact: teams led by executives who delegate well are 4.2 times more likely to go above their job description and take initiative, and 3.9 times more likely to produce creative outcomes (DDI). The power of delegation lies in trusting your EA to handle the essential tasks that are critical to business function but don't necessarily require your direct oversight. From managing emails to coordinating meetings and overseeing project timelines, these are tasks that, when delegated effectively, allow you to focus on what you do best—growing your business.

This shift not only boosts your productivity but also sets your EA up as a key player in your company’s success. It’s a win-win for both your time and your team’s efficiency. Let’s dive deeper into how strategic delegation can transform the way you work.

Strategic Delegation of Executive Assistant Duties

Strategic delegation is about choosing the tasks that free up your time for what truly matters. Instead of getting bogged down by emails, scheduling, or routine tasks, you can trust your EA to handle these aspects, allowing you to focus on high-level decisions and long-term planning. In fact, studies show that companies led by CEOs who delegate well can achieve growth rates up to 1,751% over a three-year period, compared to 1,639% for those with less delegation talent— that’s 112 percentage points greater (Gallup)! 

Effective delegation also requires a high level of trust and communication. Your executive assistant should understand not just the tasks you’re assigning but the overall goals you're aiming to achieve. Regular check-ins and clear expectations will keep both parties aligned.

Now, let’s explore some of the most common tasks you can delegate to an EA to free up your schedule.

Common Tasks for Executive Assistants: What EAs Can Do for You

Executive assistants (EAs) are versatile professionals who take on a wide range of tasks that keep business operations running smoothly (especially when they have the right EA training, support, and tools at their disposal). Their role goes beyond managing basic administrative work—they handle responsibilities that enhance communication, streamline processes, and help executives stay organized. Delegating these tasks can significantly boost your productivity and free up valuable time for more strategic activities.

Executive Administrative Assistant Tasks

EAs are particularly skilled at managing day-to-day operations. Some of the most common tasks they can handle include:

  • Calendar and schedule management: Ensuring your time is efficiently allocated by managing meetings, deadlines, and appointments.
  • Inbox and email management: Filtering and responding to emails, so you only focus on the most important communications.
  • Travel arrangements and logistics: Coordinating flights, accommodations, and itineraries for seamless travel experiences.
  • Document organization and filing: Keeping important documents organized and accessible when needed.
  • Meeting coordination and preparation: Scheduling meetings, preparing agendas, and taking notes to ensure productive discussions.

Executive Assistant Communication Tasks

Effective communication is essential for any business, and EAs can be invaluable in managing communication channels:

  • Client and partner communication: Acting as the liaison between executives and external contacts to ensure smooth interactions.
  • Preparing and drafting emails and reports: Creating well-written communications and reports that align with business objectives.
  • Coordinating calls and messages: Managing incoming and outgoing calls and messages to keep everyone connected and informed.
  • Managing internal team communication: Ensuring seamless communication between teams and departments by relaying key messages and updates.

Executive Assistant Project Management Tasks

For executives juggling multiple projects, EAs can help maintain momentum and keep projects on track:

  • Tracking project timelines and deadlines: Monitoring progress and ensuring deadlines are met without delays.
    Delegating tasks within teams: Assigning specific tasks to team members, so no project falls behind.
  • Delegating tasks within teams: Assigning specific tasks to team members, so no project falls behind.
  • Coordinating project meetings and follow-ups: Organizing meetings to discuss project updates and ensuring follow-through on action items.
  • Reporting progress and managing deliverables: Compiling status reports and managing project deliverables to keep stakeholders informed.

By delegating these tasks to an EA, you allow yourself the flexibility to focus on higher-level priorities, knowing that essential operations are in capable hands. Up next, we’ll dive into how you can prioritize daily tasks for even greater efficiency.

Prioritizing Executive Assistant Daily Tasks

Not every CEO or business leader will have the same priorities when delegating tasks to an executive assistant. The key is to identify the tasks that distract you the most or add the greatest stress to your day. For some, this might be managing an overflowing inbox; for others, it could be coordinating complex meetings across time zones. The goal is to offload the tasks that take up your mental space so you can focus on higher-impact decisions.

As CEO Jason Hennessey shared, “Since hiring my EA, I haven’t missed an important email, even when I’m traveling, which reduces a lot of stress” (Forbes). By delegating tasks that contribute most to daily stress, you’ll create more mental bandwidth for strategic work.

One of the most powerful ways to maximize this benefit is by delegating recurring tasks. These repetitive tasks, such as calendar management, meeting follow-ups, and email sorting, might seem small, but over time, they eat up hours of your week. By assigning these to your EA, you ensure they are handled consistently without requiring your daily oversight. This shift allows you to focus on new projects and key business decisions rather than getting bogged down in routine administrative duties.

Here are some daily tasks that executives often prioritize for delegation:

  • Calendar and inbox management: Keeping up with scheduling and sorting emails is a significant time drain for many leaders. Your EA can streamline your schedule, filter non-essential emails, and flag important ones that need your immediate attention.
  • Coordinating and scheduling meetings: An EA can handle the back-and-forth communication required to set up meetings, ensuring that everything is scheduled seamlessly and efficiently.
  • Managing follow-ups and reminders: Whether it’s keeping track of to-dos or following up on important tasks, your EA can ensure deadlines are met without you having to worry about the details.
  • Filtering non-essential communications: Many messages and requests don’t need your personal involvement. Your EA can help you filter through non-urgent communications, allowing you to focus only on what truly matters.

By identifying and delegating these time-consuming, recurring tasks, you'll not only reclaim your time but also significantly reduce daily stress, paving the way for a more productive and focused workday.

Leveling Up Tasks of Executive Assistant 

An executive assistant’s role doesn’t end with managing emails or scheduling meetings. With the right training and trust, they can become key players in driving more complex and high-impact business initiatives. This shift can free up even more of your time while allowing your EA to take ownership of crucial projects.

Advanced tasks might include event planning and logistics, where your EA oversees everything from venue booking to coordinating travel for attendees. They can also support business growth by researching and preparing business reports, offering critical data that informs decision-making. When it comes to confidentiality, managing sensitive documents and communications is another area where a well-trained EA can excel, ensuring data privacy and proper documentation. Additionally, they can become a vital asset in supporting business development initiatives, assisting with lead management, proposal preparation, and client outreach.

By trusting your EA with these more sophisticated tasks, you’re not just lightening your own workload—you’re empowering a trusted professional to contribute to your company’s strategic goals.

Communicating Expectations When Delegating EA Tasks 

We can’t talk about delegation without talking about communication. Because effective delegation is built on clear communication. Without clear goals and expectations, even the most capable EA might struggle to deliver the desired results. To ensure success, it’s crucial to start every task with well-defined objectives and timelines.

When delegating tasks, always set clear goals and deliverables. Be specific about the desired outcome and the timeline for completion. Next, leverage project management tools to help track the progress of tasks. Tools like Trello or Asana allow both you and your EA to see where projects stand at a glance, which is especially useful for long-term projects or complex assignments.

Regular check-ins and feedback are essential to keep communication flowing. Whether it’s a weekly meeting or quick daily updates, touching base ensures tasks are on track and provides an opportunity for adjustments. Additionally, fostering open communication encourages your EA to proactively raise concerns or seek clarification before small issues become bigger problems. This collaborative approach will help you get the most out of your EA’s skills and talents.

Get More Out of Your Executive Assistant Tasks with Hey, EA! 

Delegating tasks to an executive assistant doesn’t just free up your time—it transforms the way you work and drives greater results for your business. The Hey, EA! Profit Center Partnership Program takes this to the next level by creating a strategic partnership between executives and their assistants. Executives in the program have reported spending 50% less time on low-value activities and gaining $10,000 or more in weekly quantifiable value.

By focusing on the right tasks and building a strong, clear relationship with your EA, you can increase both productivity and profitability. Whether it’s delegating routine tasks or advanced projects, Hey, EA! has the tools and expertise to ensure your assistant becomes an indispensable asset to your business. Explore our services to get started.