5 Steps for Setting up a Great (and Effective) Experience with Your Virtual Executive Assistant From the Start

Some of the biggest problems that pop up when an executive takes on a virtual assistant are, thankfully, easy to remedy. The first few months of any relationship can be bumpy as you learn about each other and how to communicate. Especially in a professional relationship where business must go on, it can be stressful. If you’re thinking about hiring a virtual executive assistant or just hired your first VEA, we’ve got a few tips that will make your first few weeks and months of working together smooth, effective, and beneficial.

1) Open the gates of communication early. 

One of the most important and helpful things you can do when you first start working with a virtual executive assistant is setting expectations clearly and early. Letting your EA know what you expect, your goals, and how you like to communicate will save you time and frustration in the long run. After all, even the most well-trained EAs can’t read your mind. Having a clear conversation upfront will help you (and your EA) get on the same page, establish an open and effective communication line, allow your EA to understand and meet benchmarks, and provides a professional route for accountability.

Expectations also allow your EA to work creatively and independently because you’ve laid out guidelines and structures they can work within. You’ll also want to tell your EA how you prefer to communicate — how often, through what mediums, and what information you like to have available to you. You’ll also need to know what hours your EA keeps and when they will and won’t be available to respond. Now, you and your EA should fully expect things to change over time as your business grows and your needs change, and that is perhaps the most significant reason early communication is vital. If you can learn to communicate effectively initially, you’ll have a partner who knows how to grow with you.

Pro Tip: Your EA might over-communicate with you in the beginning to ensure everyone is on the same page. You’ll know you hired a high-level EA when they can note your expectations, even if communicated in passing or off-the-cuff.

2) Be patient. 

Your EA is working hard – especially in the beginning – to learn your preferences, nuances, and how you like things done. While a good EA will strive to keep these things at the forefront, the first few weeks are the time to be extra patient and communicate openly and often. It helps to have important things written down or allow your EA a little time to learn and practice any new systems or technology you run in your business.

Pro Tip: Having documentation of your standard operating procedures, preferences, and company style/branding guide will help your EA make sure they deliver everything you need, the way you need it. A high-level EA will ask for items like these, and if none exist, they’ll start building them.

3) Be willing to delegate.

If you took a breath reading this, don’t worry, you’re not alone. A lot of driven business owners have a hard time handing off projects and tasks. We understand, honestly. You want things to get done correctly and efficiently (the first time, if at all possible). That's the beauty of having an EA partnering with you and gunning for your success. By handing off tasks that suck up your time and don’t require your attention, you open yourself up to scaling, growing, and setting new heights for your business to reach. It’s hard at first to delegate, but it gets much more comfortable as you establish a relationship and trust.

Pro Tip: Share an action plan with your EA so you can slowly hand over tasks and ensure that no one is overwhelmed. The sweet spot for an action plan is 90 days, and an excellent EA service will have a plan to help you develop one.

4) Develop trust early.

It can be challenging, especially early on in the relationship, to feel comfortable handing over large projects or essential tasks to your executive assistant. A baseline of trust is required to make an executive and executive assistant relationship successful, but it takes time to build up trust and understanding. While that trust is growing, start by delegating smaller tasks (things that are incredibly time-consuming for you) and communicating what you want, the deadlines, and other essential details. 

Take note when your executive assistant meets those deadlines or goes the extra mile. And be mindful of your role in the relationship, too – have you given your EA everything they need to support you and be successful? Taking responsibility, holding each other accountable, and consistently participating in the relationship will lay the foundation for unbreakable trust in the future.

Pro Tip: In the beginning, set up a time to meet with your executive assistant to check-in and see how things are going. Voice your feedback and allow them to offer up ideas and suggestions for things that are and aren’t working. Having an open meeting with opportunities for both people to speak will let your EA know that you are interested in making the relationship work well. And that will deepen trust in both directions.

5) Get to know your virtual EA.

Your executive assistant is taking a crash course in your life and business. They’re learning things about you and your business that your friends and colleagues may have taken years to put together. Putting in some effort to learn about your executive assistant will strengthen trust and build up your partnership. You don’t have to do a deep dive, but learning a little about them, their interests, and their family will go a long way in developing rapport and a genuine relationship. There is a person on the other end who is devoted to assisting you.

Pro Tip: If you’re not comfortable asking after someone’s family, ask about their hobbies and interests. Make a quick note of their favorite sport’s team or favorite coffee shop. Stick it on a sticky note on your desk or somewhere you’ll remember. A gift card to their favorite coffee shop would make a great thank you or birthday gift.

Ready to reclaim your time and focus on the important things?

Discover how a virtual executive assistant can do all that and more.