Issue 1: The Assistant’s Evolution
Why Your Role Matters More Than Ever
The Shift from Task Manager to Strategic Partner
Not long ago, executive assistants (EAs) and virtual assistants (VAs) were primarily seen as task managers. They handled schedules, took notes, and processed emails. But the landscape has changed. Today’s most effective assistants aren’t just executing tasks. They’re driving strategy, anticipating needs, and proactively supporting leadership decisions.
A Harvard Business Review study found that executives spend an average of 23 hours per week in meetings, many of which could be streamlined or delegated (HBR, “Stop the Meeting Madness”).
With the increasing demands on executives, assistants have the opportunity and responsibility to step up and take ownership of operational efficiency.
What does that look like in practice?
The Assistant as a Strategic Partner
World-class assistants do more than follow directions. They:
✅ Anticipate needs. They don’t wait to be asked. They predict what their executive will need next.
✅ Optimize decision-making. They provide key information and insights before the executive even requests it.
✅ Reduce cognitive load. They manage details, allowing the executive to focus on high-level decisions.
✅ Own processes. They take initiative in refining workflows, saving time and increasing efficiency.
💡 Think of yourself as an extension of your executive’s leadership. Your role is to make their job easier, smarter, and more strategic.
Step-by-Step. How to Elevate Your Role This Week
📌 Step 1. Analyze Patterns
Look at the past two weeks of your executive’s work.
What repetitive tasks or challenges are taking up their time?
Are there any last-minute requests that could have been anticipated?
📌 Step 2. Identify One Key Area to Improve
Find one way you can proactively support your executive. This could be:
Pre-drafting emails or reports they send frequently
Blocking buffer times before and after major meetings
Researching and summarizing industry trends to keep them informed
📌 Step 3. Implement and Communicate
Introduce your new proactive approach in a way that adds value immediately.
Use phrases like: “I noticed that you often need X. I took the liberty of preparing Y in advance. Let me know if this helps.”
📌 Step 4. Track the Impact
Did this change reduce stress for your executive?
Did they appreciate your proactive effort?
Can this be expanded into a new system or routine?
Case Study.
An executive assistant supporting a CEO noticed that every Monday morning, the CEO requested a summary of major industry updates. Instead of waiting for the request, the assistant started preparing a weekly executive briefing every Friday. The CEO was impressed and began relying on this report for strategic decision-making. Within six months, the assistant was included in senior leadership meetings.
👉 Small proactive actions can elevate your role from support staff to trusted partner.
Action Challenge. Step Up This Week
Identify one area where you can anticipate your executive’s needs before they ask.
🔹 Which repetitive task can you take off their plate?
🔹 What insights can you provide before they request them?
🔹 How can you streamline their workflow this week?
Hit reply and let me know what you’re implementing this week. Let’s make this week a productive one. Step up, take charge, and own your impact. Looking forward to hearing how you’re making a difference. Let’s go! 🚀
Warmly,
Sandra Pellumbi
Founder, The World-Class Assistant Newsletter
Co-founder & CEO, Vera Outsourcing