The appointment is only the first step
Finding the right Executive Assistant is a significant investment. Once the offer is accepted, the next priority is helping them become an invaluable extension of you and your business.
Even experienced EAs need time and context. They need to understand your priorities, communication style, stakeholders, decision-making habits and the rhythm of the organisation. A thoughtful onboarding process helps them add value faster and reduces the risk of misunderstandings.
Prepare before their first day
Set up technology, email, calendar access, software permissions, security passes and workspace arrangements before the EA arrives. Prepare an organisation chart, key contacts, regular meetings, current projects and a first-week schedule.
This level of preparation sends a clear message: the role matters, and the business is ready for them to succeed.
Share the bigger picture
An EA is not simply managing a diary. They are supporting the person driving the business. Share your strategic priorities, leadership style, values, pressures and key relationships. Explain what good looks like in three months, six months and a year.
Context enables an EA to make better decisions on your behalf.
Be explicit about expectations
Discuss working hours, flexibility, response times, diary principles, travel preferences, expenses, inbox access, confidentiality and levels of autonomy. If you have strong preferences, say so. If you want the EA to challenge you, say that too.
Unspoken expectations are one of the most common reasons support relationships struggle.
Delegate gradually and review regularly
Start with core areas such as calendar management, inbox support, travel, meetings and expenses. As trust builds, delegate more strategic work. Use regular check-ins to refine systems, discuss pressure points and celebrate what is working.
The best EA relationships become stronger over time because both sides keep improving how they work together.
Before your EA starts, prepare
- Laptop, phone, systems, email and calendar access.
- Organisation chart, key contacts and current priorities.
- A first-week meeting schedule and important upcoming deadlines.
- Clear guidance on diary, inbox, travel and confidentiality.
- Regular check-ins for the first month.
Frequently asked questions
How long does it take for a new EA to settle?
Many EAs begin adding value quickly, but deeper anticipation and trusted delegation usually develop over the first few months.
What should I delegate first?
Start with diary, inbox, meetings, travel and expenses, then build towards more strategic coordination as trust and context grow.
How can I build a strong EA partnership?
Be clear, share context, give regular feedback and involve your EA in the priorities and relationships that shape your working week.
Related guidance from Leaman Consulting
- Executive Assistant & Business Support recruitmentSpecialist hiring for EAs, PAs, office management, HR and business support.
- Emma MoranPartner and Managing Consultant for Executive Assistant and Business Support appointments.
- Executive Assistant hiring marketHow to shape the brief before hiring.
Useful external resources
- ACAS employment adviceHelpful context for contracts, working time and employment practice.