When Bill Gates was propelling Microsoft to global success, he scheduled his calendar in five-minute increments - every second was prime real estate. But behind this frenetic pace stood his Executive Assistant, managing a constant stream of emails, calls, and logistical details that could bury any top executive.
Without that support, Gates would have spent a huge slice of his mental energy on daily firefighting instead of transforming the software world. That’s the secret: a top-tier EA isn’t just an assistant - they’re a force multiplier.
Most executives feel like they’re racing down the highway juggling flaming torches - leading crucial negotiations, tackling massive decisions, and still juggling myriad personal tasks. That’s why an EA is so powerful. They act as your second brain, filtering out the everyday noise that disrupts your focus.
Even small personal tasks like scheduling appointments, managing travel arrangements, or handling routine emails can eat up hours of mental bandwidth. Delegate them, and you instantly free up valuable space to think, strategize, and lead.
Reclaiming Your Time
Most leaders have about 15 “prime” hours each day. If three of those hours are lost to minor errands, email wrangling, or scheduling issues, you’re left with 12. That’s the equivalent of losing a full workday every week. Over a year, professional growth and personal well-being have been a staggering loss. An EA reclaims those hours and keeps you working at your highest level.
Shadowing for Unmatched Support
How do you train an EA to become a true extension of yourself? One simple process: Shadowing. For the first three months, have them join your meetings, read key emails, and see how you approach decisions. When hiring an EA, look for qualities like adaptability, strong organizational skills, and the ability to work under pressure. By the end of that period, your EA can handle many daily issues with near-total accuracy. In another few months, you’ll be amazed by how they preemptively manage tasks, schedule commitments, and keep your plate clear of trivial distractions.
The ROI Is Off the Charts
Think of hiring an EA as making a strategic investment: If you’re making high-stakes decisions that directly affect revenue, freeing just 10% of your time can be huge. Even if your EA costs 8–10% of your salary, the resulting surge in productivity and decision-making can yield a return on investment that’s tough to beat. It’s no coincidence that nearly all top executives delegate anything that isn’t their unique contribution - by unleashing an EA’s capabilities, you multiply your impact and feel more in control and strategic.
Build a Culture of Delegation
Many leaders hold back, worried their team members might not match their intensity or standards. Yet the highest-performing organizations rely on a culture of consistent delegation. That means setting a clear vision, providing the right resources, and trusting people to deliver. Your EA becomes an anchor in this culture, ensuring that every part of the operation moves smoothly while maintaining your standards of excellence. This empowers your team and fosters a culture of trust.
Take Action
Time Audit - Spend one week recording every personal or administrative task you handle. Identify the top candidates for delegation to an EA or someone on your team.
Shadowing Plan - Craft a three-month schedule where your EA sits in on meetings, reads key communications, and observes your decision-making style. By the end, they’ll be qualified to handle various responsibilities on your behalf.
Weekly Delegation Goal - At the start of each week, commit to offloading at least two tasks you usually do yourself. Over time, you’ll shift more of your workload, allowing you to focus on what you - and only you - can accomplish.
By tapping into the power of an EA and leaning into delegation, you’ll free your mind to tackle the game-changing moves your business needs - while letting someone else handle the details that hold you back.