Prepare for Executive Assistant

How to Prepare for an Executive Assistant

Picture of Ryan Cassin

Ryan Cassin

Prepare for Executive Assistant

It’s time to prepare for your Executive Assistant!

Equipping EAs for success is our specialty!  We’ve put together a list of everything to prepare before your Executive Assistant arrives on day one:

1.  Gather documentation


With Superpowers, we’ve already handled the most complicated and costly parts of the onboarding process.  We handle the recruitment process, background checks, and training – delivering your ready-to-work, ideal assistant.

All documentation including I-9s, W-4s, and a rigorous NDA – we handle them all for you!

If you’ve made the hire on your own, consider:

  • I-9 form
  • W-4 (Or w-9) form
  • Non-disclosure agreement
  • Direct Deposit/Banking forms
  • Insurance
  • Non-compete agreement
  • State tax withholding form
  • Organization-specific forms

2.  Create a list of delegable tasks


Create a list of all the tasks that you do.

Then process the tasks…

Eliminate Tasks:

  • Before you spend time delegating a task, consider eliminating it altogether.  Think a task is unnecessary?  Try temporarily eliminating it and monitor the impact.

Delegate Tasks:

As the leader of your business, your time is valuable.  There are many tasks you CAN do, but most of them, you shouldn’t.  Focus on what you do best and what creates the most value.

  • Identify the tasks you don’t enjoy.  There is a reason you don’t enjoy these tasks; someone else is likely better suited for these jobs.
  • Identify the tasks that are outside of your skillset.  Someone else may be more efficient or skilled at completing the task.
  • Identify the tasks that aren’t worth your time.  You may enjoy a task and be great at it, but consider the opportunity costs of doing these tasks.  Are there better ways to spend your time?

Once you have this list, your assistant can either personally handle these tasks or orchestrate the delegation of these tasks to others.

1: With Superpowers, there is a 2-3 week wait time where we search for and train your ideal assistant.  During this time as you go throughout your day, make note of the tasks you can delegate.

2: If possible, let your assistant help you with finalizing this list.  A second pair of eyes will help you see when you are holding on to tasks you shouldn’t be.

3.  Identify high-level objectives


Identify any high-level objectives you have for your assistant.  Are there specific changes in the organization you want them to play a role in?  Are there some large-scale projects you want them to tackle/initiate?

Along with the general list of tasks, use these objectives to clarify your assistant’s role in the company, so they can hit the ground running.

4.  Equip your assistant for success


Ensure your assistant has everything they need to get things done for you.  Provide login credentials and permissions for:


  • Clients/prospects
  • Colleagues
  • Employee directory
  • Personal connections (If they are also your Personal Assistant)

Your Calendar:

  • Grant access to ALL your calendars.  This visibility allows them to schedule appointments as expected and without conflicts.

Your Inbox:

  • Often, entrepreneurs need a thorough deep cleaning of their inbox.  Dropped correspondences, spam, and unwanted subscriptions… Your assistant can help you get on top of your inbox again
  • They will also send email correspondences for you and retrieve valuable information here to keep your life and business running.
  • Learn how to delegate access on Google and Outlook.

Your Social Media:

Social media can feel like a burden on your time.  You may want your assistant to use your social media to interact with personal and professional contacts, strengthening relationships and keeping you in the loop.

Emergency Contact Information:

Make sure your assistant has your contact numbers or any emergency numbers where they can reach you. You may want to ask for their contact number as well.

Company Software: 

  • Team communication platforms (Slack, Teams, etc.)
  • Password Managers
  • CRMs
  • Their own email address
  • Shared drives (Google Docs, Onedrive, etc.)
  • Company phone extension
  • Scheduling platforms
  • Billing platforms

Company Information: 

  • Literature on company culture, policies, practices
  • Official company address
  • Billing information, as appropriate.

Ensure your assistant feels equipped to use all your tools.  Often, video tutorials are sufficient, but when they need in-person advice, the answer is often just a message away.

With access to our Superpowers community, your assistant can post questions and get advice from experienced Executive Assistants.


Once you’ve taken these factors into account, you’ll be set for day one with your Executive Assistant!  Stay tuned for part two where we’ll discuss what to consider once your assistant has shown up for day one!

Considering hiring an Executive Assistant? We’re happy to talk through the process with you.  Book a 30-minute discovery call today!

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