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Hi. My name is Filip Pesek. We probably haven’t met yet. But I am a real person. I live in Slovenia. And, up until a few years ago, I was the “shining example” of an overwhelmed CEO.
I was too busy to catch up with friends in the evening. Weekends felt like a luxury I couldn’t afford. My days were a blur of juggling endless tasks. I ate in a rush, stressed about the next deadline. I was constantly on edge, feeling the weight of every responsibility. I wasn’t just “busy.” I was overwhelmed.
I was juggling multiple roles: the founder and CEO of a thriving marketing agency with seven employees, a new father with a baby just a few months old, and the point person for countless projects.
The biggest irony?
I already had an assistant.
Despite that…
I wish I could tell you there was a miraculous “eureka” moment, but that wasn’t the case.
Instead, the transformation began with a quiet revelation…
The chaos I was drowning in wasn’t due to my assistant. My employees. Or my customers.
The real source was me.
This realization was both jarring and liberating. It gave me the power to change how I operated, lived, and eventually thrived.
A crucial part of this transformation involved radically rethinking how I worked with my assistant.
Today, I want to share this journey with you and reveal…
If you are interested in those topics and want to save up to 60 hours per month, read on.
Unlike many entrepreneurs, I quickly realized that having an assistant wasn’t a luxury but a necessity.
My time was too valuable to be spent on low-value tasks.
However, despite this awareness, I had my fair share of frustrations and setbacks from 2016 onward.
Through an expensive and exhausting trial-and-error process, I slowly improved things.
After more than eight years, I developed a simple three-step formula, perfect for CEOs and business owners with up to 50 full-time team members:
(It’s Like Finding Your Business Soulmate)
(Transform Them into Your Secret Weapon)
(Keep Your Machine Running Smoothly)
Let’s dive into each step.
Sorry to break it to you, but if you want to end your “overwhelmed era”, you’ll need to move past these common beliefs (or, better yet, ‘traps’).
When you bury those in the past… you are ready to start looking for your “superhero.”
You can do that either on your own or with the help of your HR department.
While this article isn’t focused on HR processes, it’s worth noting that hiring an executive assistant (or any other position) should not be based on a resume and a single interview.
In my companies, we use the following system for all positions:
Only after completing all these steps do we decide if the candidate is the right fit for our team – and I have zero doubts a similar standard would benefit you as well.
It is also worth noting that you should not primarily look for someone who is your clone.
Yes, it sounds counterintuitive, but every “Batman” needs their “Robin.”
Every “Peanut Butter” needs their “Jelly.”
Salt? It needs pepper.
And Michael Jordan didn’t need another Michael Jordan by his side…
He needed Scottie Pippen.
So, when searching for your assistant, don’t look for someone with the same skills and characteristics. You need someone who can cover your blind spots.
If you do not “have time” to deal with all the HR problems and want somebody else to find, train, and develop your part-time executive assistant, check out DonnaPro.
So, you’ve found the right person. You’re elated, feeling like you’re on top of the world. You’re already envisioning all the amazing things you’ll do with the extra time you’re about to gain.
And that’s fantastic.
However, if you botch this next step, all that excitement will evaporate faster than ice cream on a hot summer day.
What’s the catch?
When you hire a new employee, the first step is to grant them access to all the necessary company information and tools.
It’s a no-brainer, right?
Yet, this was the fundamental reason I kept hitting roadblocks with my assistants.
I’d hire talented people, but I was stingy about giving them access to my personal and company information. I’d think, “Is it really worth the effort to catch them up and explain everything?”
Spoiler alert: It is.
By not looping them into email threads, keeping them out of initial conversations, and denying them access to critical tools, I was setting them up to fail. It wasn’t their lack of competence; it was a flaw in my approach.
The lesson?
The more you integrate your assistant into your team, the better they can support you.
Here’s how…
To illustrate a stellar assistant relationship, let’s examine a hypothetical scenario through three levels of access: bad, good, and great.
Hypothetical Project Scenario:
Your company has just secured a partnership with a prominent industry conference. You’re tasked with organizing your company’s participation, which includes:
Here’s how it would play out with an assistant in three scenarios: bad, good, and great.
Kickoff: You exit the project kickoff meeting with a mountain of tasks. Intent on briefing your assistant, you get sidetracked and forget. Two days later, you finally catch them up, spending 30 minutes outlining the project.
Task Assignment: You struggle to determine what they can handle efficiently. It seems quicker to have them research potential suppliers for the promotional materials while you tackle the rest yourself. They’ve never interacted with your design or supplier teams before.
Information Flow: Midway through the project, the conference organizers change the booth requirements, necessitating new layouts. You need to update your assistant, adding to the communication clutter.
Kickoff: Post-project meeting, you seamlessly brief your assistant during your regular weekly catchup session. The meeting was pre-scheduled, so there’s no delay.
Task Assignment: You introduce your assistant to your design team and supplier contacts, clearly outlining their roles. Your assistant takes the lead from there.
Information Flow: You cc your assistant in all relevant emails, ensuring they’re aware of updates and changes. When changes arise, you delegate them swiftly.
Kickoff: Post-project meeting, you seamlessly brief your assistant during your regular weekly catchup session. The meeting was pre-scheduled, so there’s no delay.
Task Assignment: You introduce your assistant to your design team and supplier contacts, clearly outlining their roles. Your assistant takes the lead from there.
Information Flow: You cc your assistant in all relevant emails, ensuring they’re aware of updates and changes. When changes arise, you delegate them swiftly.
Now – reaching this level of synergy requires time, patience, and, most importantly, access.
Your assistant needs to understand your company’s inner workings and key contacts. They should be integrated into the fabric of your professional life, ensuring information flows to them naturally.
Congratulations! You’ve found the right person and empowered them to their full potential.
The final step is to continuously maintain and enhance this productive relationship—think of it as owning a high-performance sports car; regular maintenance is crucial to keep it running at its best.
Just like a car needs regular oil changes and tune-ups, your assistant—like any other team member—needs regular feedback and check-ins. Schedule weekly or bi-weekly meetings to discuss ongoing tasks, upcoming projects, and any obstacles they might face. These sessions are not just for delegating tasks but also for understanding their workload, offering guidance, and providing support.
You can be “in charge” of these meetings at first, but sooner or later, your assistant should take over and lead them. This empowers them and gives you more breathing room.
Open communication is vital. Create a feedback loop where your assistant feels comfortable sharing their thoughts, ideas, and concerns. This two-way communication not only helps in resolving issues quickly but also fosters a collaborative environment. Remember, constructive feedback should flow both ways.
Don’t be like someone who bottles up frustrations until they erupt like a volcano. If something isn’t working or could be improved, address it respectfully and promptly.
The business world is constantly evolving, and so should your assistant's skills—especially in today's AI-powered times. Invest in their professional development by providing access to courses, workshops, and training programs. Or even better, tell her that this is her job and that she should be the one who is on the lookout for new know-how.
Acknowledge and celebrate your assistant's achievements and milestones. Recognition goes a long way in maintaining motivation and morale. Celebrate big and small successes to show your appreciation for their hard work and dedication.
Celebrate, but keep it professional… and non-romantic. While Harvey and Donna in Suits managed to have their fairytale (see the last episode of season 8), you should maintain clear professional boundaries to ensure long-term success and respect.
In recap – by committing to relentless optimization, you ensure that your assistant remains a valuable asset, continually contributing to your business’s success.
I don’t know.
Let’s review the facts.
Remember when I was the “poster child” of overwhelmed CEOs?
I was too swamped to catch up with friends, and weekends felt like mythical creatures I’d only heard about. My days were a dizzying whirl of tasks, and I was a stress eater, gnawing on deadlines like a junkyard dog. I wasn’t just “busy.” I was utterly swamped.
Then, I had a quiet revelation: change wasn’t just necessary but critical. It felt like a matter of life and death. (In many ways, it was—I barely had a life.)
I applied the magical three-step formula (discover your superstar, unleash their full potential, and relentlessly optimize), and gradually but steadily, things started turning around.
Today, my life & business are just… well… better.
I would not like to go into the “Hollywood scenario” where everything is perfect because I still have my challenges, but what is important now is that I can focus on high-impact tasks that drive my business forward, spend quality time with my family, and enjoy my weekends without the constant stress of an overflowing to-do list.
First, a short intro.
Meet Masa.
If I’m Michael Jordan, she’s my Scottie Pippen.
While she might not be dunking basketballs, her skills are nothing short of legendary.
Not only is she upbeat, communicative, and a master of all possible AI tools, but she also guards my precious time and saves me up to 60 hours per month.
The best part?
She operates entirely remotely, so there’s no need for office space or additional overhead.
Her virtual presence means she’s always a click away, ready to assist and streamline my day-to-day operations.
Here are a few ways she has transformed my daily life:
Previously, I would spend hours each day sifting through my inbox. Now, my assistant filters out the noise, flags the critical messages, and drafts responses for routine queries. I only focus on the emails that truly require my attention, saving me at least an hour every day.
I used to dread meetings because of the preparation involved. My assistant now handles all the logistics—scheduling, setting agendas, and preparing briefing documents. I simply show up ready to engage.
Managing multiple projects simultaneously was a nightmare. My assistant now coordinates many projects, tracks progress, and ensures deadlines are met. This coordination has drastically improved our efficiency and allowed me to focus on strategic initiatives.
Here is a list of other things Masa helps me with on a regular basis.
Is there more?
Yes, but I won’t prolong this essay.
The important question is…
You’ve read this far for a reason.
I may not know exactly what that reason is, but if you’re a CEO or founder, you likely have a mountain of ideas for your business and personal life… and not enough time to execute them.
So, what are your choices?
If you already have a rockstar assistant (either virtual or in-house), use the strategies revealed in this article to maximize their potential.
But if you’re still flying solo without your unicorn assistant, here are your four options:
Leave things as they are. Cruise along. And hope that the status quo miraculously improves itself without any intervention on your part.
Sure, you can offload some tasks to your current employees. But remember, they are probably already stretched thin. Adding more to their plate can lead to burnout and diminished productivity. It’s like trying to sail a boat with an overworked crew – eventually, something’s going to give.
Hiring an in-house assistant is beneficial – they’re physically present, and you can interact face-to-face. However, it’s also time-consuming and costly. You have to deal with recruitment, training, and providing office space. Plus, there’s always the risk that the new hire might not be the perfect fit, leading to further delays and frustrations.
Get your “Masa” and opt for a virtual part-time executive assistant. It’s the fastest, most cost-effective solution. You could spend days searching for the right agency, but since I like saving time… let me do that for you here → DonnaPro.
Why DonnaPro?
Because it was born from the hard lessons I learned along the way. Every obstacle I faced, every trap that almost consumed me, is now part of the foundation that makes DonnaPro exceptional. We’ve eliminated the chaos so you, as a CEO or Founder, can focus on what matters most: saving time and driving results.
The choice is yours.
And whatever you choose, please… please… for the love of your company, your family, and yourself… don’t settle for option #1 (doing nothing).
Have a great day.
Filip Pesek
P.S. I realize I went a bit off-track from my zero-to-hero story…
See, a couple of years ago, if you’d asked me what industry I saw myself building a business in…
Executive assistance service wouldn’t even be on the list.
But as with all good stories, one thing led to another.
When my business colleagues saw how smoothly I worked with my assistant, they started flooding me with requests for help—finding, onboarding, and training their assistants.
Initially, I thought, “No way this becomes my business.”
But honestly, watching how optimizing their assistants’ workflow supercharged their companies made me passionate about it.
Here we are today.
Me telling you… to not settle for a life lost in meaningless, low level tasks.
You got business to *lead* and grow. Family and friends to see.
That is why I created DonnaPro.
To give European business owners & CEOs a remote turn-key solution that allows them to focus on what truly matters most.