CEO's Corner: Master The Art Of Working With An Assistant

Written by: Filip Pesek
Published: 19/05/2025

If you’ve ever wondered how top Chief Executive Officers (CEOs) juggle million-dollar decisions, countless meetings, and the unrelenting pace of modern business without losing their minds, there’s a simple answer: they don’t do it alone. Behind nearly every successful executive leader is an Executive Assistant (EA) – their not-so-secret weapon. And based on this beautifully written argument by The Harvard Business Review, which states, “... that a good assistant is a crucial productivity booster for a busy executive-one that offers a solid ROI if he or she is deployed correctly,” it’s clear that the right Executive Assistant isn’t just a luxury but a strategic investment in efficiency and success.

In a world of information overload, where time equals money and distractions lurk around every corner, a solid EA isn’t just handy; they’re downright invaluable for providing executive support.

In this article, we’ll dig into the EA role, especially how it pertains to supporting the Chief Executive Officer of a company, why it’s so critical, and how it transforms good leaders into great ones. Ready to discover why every leader needs an EA? Read on.

Why Every CEO Needs an Executive Assistant

In this age of constant connection, CEOs (like all of us) are bombarded with new informational inputs from countless different sources—all at the same time. Time management strategies, as we’ve known them in the past, are becoming absolute. With an influx of information vying for the CEO’s attention, simply allocating time to attend to each new input won’t solve the problem anymore. What these CEOs need is someone to guard them from as many of these “attention thieves” as possible and help them stay focused on the growth and success of their company.
They need an Executive Assistant.

So, what exactly makes an EA indispensable to the modern Chief Executive Officer? It boils down to three core areas: time (attention) management, operational efficiency, and strategic support. We’ll look at each briefly:

1. Time Management: Guarding the CEO’s Most Precious Asset

Time is money, but for a CEO, it’s also the currency of focus (attention) and decision-making. Executive Assistants serve as gatekeepers, prioritizing what’s truly important and shielding their executives from distractions. Whether managing calendars and scheduling back-to-back meetings or ensuring there’s time carved out for strategic thinking, EAs create order out of chaos.

2. Operational Efficiency: Project Coordination and The Glue Holding It All Together

CEOs often operate at 30,000 feet, leaving the nitty-gritty details to someone else. Enter the EA, who bridges the gap between big-picture vision and the day-to-day execution. Whether that is coordinating cross-functional projects, managing travel logistics, meeting coordination across multiple time zones, or ensuring smooth email communication between departments, EAs are the connective tissue that keeps operations running seamlessly.

3. Strategic Support: More Than Just “Support Staff”

Modern EAs do more than take notes: they anticipate needs, prepare briefs, and even contribute to strategic discussions and project management. In time, they develop a deep understanding of their organization’s goals and can provide valuable input on decisions. They’re not afraid to challenge ideas or offer alternative perspectives, making them trusted advisors rather than passive bystanders.

What Does an Executive Assistant to Chief Executive Officer Actually Do?

The responsibilities of an Executive Assistant to the Chief Executive Officer span a wide range of duties, but according to Forbes, it’s their leadership qualities that truly define their impact. While the list below isn’t exhaustive, it highlights key areas where a great EA demonstrates true leadership in their role and serves as a shield, protecting the CEO from time-stealing distractions.

Some of the key duties and responsibilities of an EA include:

Managing the CEO’s executive schedule and calendar to optimize time and productivity.
Coordinating meetings with key participants and handling logistics.
Handling communication on behalf of the CEO, ensuring clear and professional correspondence.
Organizing travel arrangements, including flights, accommodations, and itineraries.
Conducting research and preparing reports to support informed decision-making.
Assisting with presentation preparation, ensuring polished and impactful materials.
Maintaining confidentiality and discretion, safeguarding sensitive information.
Monitoring and responding to emails, prioritizing key messages and delegating tasks as needed.

Beyond these core responsibilities, a truly exceptional EA offers more than just technical skills and expertise. To unlock their full potential, CEOs need an EA with a strong foundation in soft skills—qualities that elevate them from competent to indispensable.

Key Soft Skills That Make Top EAs Stand Out

Being an Executive Assistant to Chief Executive Officer requires more than just organizational mastery. It’s a role that demands a unique blend of interpersonal, problem-solving, and strategic thinking skills. Here are the standout soft skills that distinguish great EAs from the rest.

1. Emotional Intelligence (EQ)

EAs often act as the “face” of the CEO, interacting with everyone from board members to junior staff. High emotional intelligence allows them to navigate these relationships with finesse, diffusing conflicts and building trust.

2. Proactive Problem-Solving

A top-notch EA doesn’t wait for problems to land on their inbox or desk; they’re always thinking two steps ahead. Whether it’s anticipating travel hiccups or engaging in contingency planning for a big meeting, proactive EAs are worth their weight in gold.

3. Master Multitaskers

From juggling a dozen competing priorities to seamlessly switching between tasks, EAs have an uncanny ability to stay organized under pressure. Their multitasking and task prioritization skills ensure nothing slips through the cracks.

4. Discretion and Confidentiality

EAs are privy to sensitive information, making trustworthiness non-negotiable. The best EAs are like vaults – they’ll never let confidential information leak.

Whether it’s managing relationships with emotional intelligence, solving problems before they arise, or handling sensitive information with absolute discretion, top EAs create a seamless work environment where leaders can thrive. It’s this rare combination of skills that makes them truly indispensable.

The CEO’s Ultimate Productivity Hack: A Great Executive Assistant

Time isn’t the real productivity killer for most CEOs—it’s the constant pull of low-value tasks and distractions. The most effective leaders don’t try to do it all; they focus on what moves the needle and delegate the rest. That’s where a top-tier EA comes in. By acting as a filter, organizer, and strategic partner, an EA ensures a CEO’s time is spent on what truly matters.

Here’s how EAs supercharge a CEOs productivity:

Maximizing Efficiency: A skilled EA takes administrative burdens off the CEO’s plate, streamlining schedules, meetings, and communications through workflow optimization so they can focus on high-impact decisions.
Protecting Priorities: An EA acts as a gatekeeper, ensuring the CEO’s time is spent where it matters most—on strategy, leadership, and business growth. By filtering distractions, they create space for deep work and critical thinking.
Strengthening Relationships: From managing key stakeholders to maintaining seamless internal communication, EAs help CEOs build trust and keep relationships running smoothly.
Providing Strategic Support: By handling operational details and putting out fires before they escalate, EAs create the stability CEOs need to stay focused on long-term objectives.

When leaders can shift their focus from logistics to strategy, from micromanagement to big-picture thinking, the entire company reaps the benefits.

Finding the perfect EA to free a CEO’s time for strategic and big-picture thinking isn’t just about ticking boxes; it’s about identifying someone who complements your leadership style and enhances your effectiveness.

How to Find Your EA

When searching for an Executive Assistant to the Chief Executive Officer, it’s essential to define the specific skills and traits that align with your leadership style. Looking to hire? Here’s how to make the right choice:

Know Your Needs: Every CEO operates differently. Do you need an EA with deep industry knowledge, strong tech skills, or someone who thrives in fast-paced, high-pressure environments? Defining your must-haves upfront helps narrow the search and streamline the recruitment process.
Look for Proactivity: The best EAs don’t just react; they anticipate. During the hiring process, pose hypothetical scenarios to see how candidates solve problems before they happen. A proactive EA can be the difference between smooth sailing and constant firefighting.
Prioritize Communication Skills: An EA serves as a bridge between the CEO and the rest of the organization. They should be able to distill complex information, manage expectations, and communicate with clarity and confidence.
Consider Virtual vs. In-House: Do you need someone physically present in the office, or would a virtual EA offer more flexibility? Weigh the benefits of cost savings and remote support against the value of in-person collaboration.

Hiring the right EA is an investment in efficiency, productivity, and long-term success.

Where to Hire an Executive Assistant—and at What Cost?

Once you’ve defined what you need in an EA, the next big question is where to find one—and whether you actually need a full-time hire.

In the UK, Executive Assistant salaries range from £35,000 to £100,000 per year, depending on experience, industry, and location. But salary isn’t the only cost to consider. Onboarding a full-time EA means factoring in recruitment fees, training time, benefits, and employer contributions like taxes and social security. That’s a significant investment—not just in money, but also in time.

For an in-depth look at the cost of an Executive Assistant—and the secret formula for calculating their true Return on Investment (ROI)—check out this comprehensive article on the DonnaPro blog.

So, is a full-time, in-house EA the right choice? Or could a more flexible option serve you better?

Hiring Directly vs. Through an Agency

How you hire directly impacts both cost and efficiency:

Direct Hire: Recruiting an EA yourself means managing the hiring process from start to finish—sourcing candidates, screening, interviewing, and onboarding. While this gives you full control over the selection process, it also comes with higher upfront costs and long-term employment commitments.
Agency or Platform: Virtual EA services like Boldly or DonnaPro offer a streamlined, hassle-free alternative. These agencies provide pre-vetted, highly skilled EAs who can integrate seamlessly into your workflow. The biggest advantage? Speed and quality-you get an experienced EA without the time-consuming hiring process, and you avoid ongoing employment overheads.

Full-Time vs. Part-Time: What Do You Really Need?

Before committing to a full-time EA, assess your actual needs. If your workload varies or you only need executive support for certain hours, a part-time or virtual EA can be a cost-effective alternative. Virtual EAs offer flexibility, scaling support up or down as needed, without the financial burden of a permanent hire.

The bottom line? The right EA solution depends on your business needs, budget, and workflow preferences. Whether in-house or virtual, direct-hire or agency-based, the goal remains the same-finding an EA who frees up your time so you can focus on leading.

If the thought of searching, interviewing, vetting, onboarding, and managing an Executive Assistant feels like more time and effort than you can afford, DonnaPro has you covered. As the world’s first virtual assistant agency tailored specifically for CEOs and Founders, DonnaPro connects you with a dedicated, part-time C-level Executive Assistant—helping you reclaim up to 60 hours a month.

Final Word: Why Every Chief Executive Officer Needs an Executive Assistant

An Executive Assistant to the Chief Executive Officer isn’t just a convenience—it’s the smartest way for a CEO to stay focused in a world overflowing with noise, demands, and endless distractions. If you want to protect your time, sharpen your focus, and lead with clarity, investing in the right EA isn’t just an option… it’s a necessity.

FAQ

What are the core responsibilities of an Executive Assistant to a CEO?

An Executive Assistant manages the CEO’s calendar, coordinates high-stakes meetings, handles travel logistics, drafts correspondence, prepares briefs and reports, and safeguards confidential information—ensuring the executive stays focused on strategic priorities.

Which soft skills make a great Executive Assistant stand out?

Top Executive Assistants combine high emotional intelligence, proactive problem-solving, superior multitasking, and absolute discretion—allowing them to anticipate needs, navigate complex stakeholder relationships, and protect the CEO’s time and focus.

Should I hire an in-house EA or opt for a virtual Executive Assistant?

If you need flexible, scalable support without full-time overhead, a virtual Executive Assistant can be a cost-effective alternative. In-house EAs offer in-person collaboration but come with recruitment and benefit costs.

Where can I find pre-vetted Executive Assistants for CEOs?

DonnaPro specializes in pre-vetted, trained Executive Assistants for CEOs and Founders. Explore our Executive Assistant services to reclaim up to 60 hours per month.