What Should an Executive Assistant Be Taking Off My Plate Right Now?

If you’re asking this question, you’re probably already doing too much.

Not because you’re incapable.

But because leadership has quietly expanded to include dozens of tasks that don’t actually require you, yet still sit on your plate every day.

Most leaders don’t struggle because they lack discipline or systems. They struggle because they’ve never had clarity on what an executive assistant is truly meant to own.

This article is designed to give you that clarity.

The Real Signal You Need an Executive Assistant

You don’t need an assistant when you’re busy.

You need one when:

• Your days are full, but progress feels slow
• You’re constantly context-switching
• You’re holding too many decisions in your head
• You’re the default owner of everything

At this stage, the problem isn’t time management. It’s ownership.

An executive assistant exists to take ownership of work that pulls you out of your highest-value responsibilities.

Start Here: What Only You Can Do

Before you decide what to delegate, get clear on what should never leave your plate.

Only you should:

• Set vision and direction
• Make final decisions
• Manage key relationships
• Lead your team

Everything else is a candidate for delegation.

If you’re spending significant time outside these areas, that’s your first clue.

What an Executive Assistant Should Be Taking Off Your Plate

A strong executive assistant doesn’t just help. They run things on your behalf.

Here’s where that shows up most clearly.

1. Inbox and Communication Ownership

You should not be the primary owner of your inbox.

An executive assistant should:

• • Monitor and triage email
  • Draft responses for your approval
  • Decide what needs your attention and what doesn’t
  • Protect your tone, relationships, and time

Your role becomes approval and decision, not constant reaction.

2. Calendar and Schedule Management

Your calendar is a reflection of your priorities.

An executive assistant should:

• • Schedule and reschedule meetings
  • Protect focus time
  • Flag conflicts and tradeoffs
  • Anticipate what’s coming next

You shouldn’t be negotiating meetings or rearranging your own day.

3. Meeting Preparation and Follow-Up

Meetings don’t create value. Decisions do.

An executive assistant should:

• • Prepare agendas and background briefs
  • Capture notes and action items
  • Ensure follow-through happens
  • Close loops without reminders

This keeps momentum moving without you pushing it.

4. Task and Priority Management

You shouldn’t be the system that holds everything together.

An executive assistant should:

• • Track tasks and deadlines
  • Surface what matters most
  • Follow up with stakeholders
  • Adjust priorities as things shift

Your mental load drops when someone else owns the process.

5. Operational and Administrative Work

This is where many leaders stay stuck the longest.

An executive assistant can own:

• • Travel and logistics
  • Document preparation
  • Research and information gathering
  • Recurring admin processes

These tasks aren’t beneath you, but they are beneath your role.

The Difference Between “Help” and Real Support

If you’ve tried delegating before and it didn’t stick, the issue usually isn’t trust. It’s scope.

Real executive support means:

• Clear ownership, not just assistance
• Authority to act within boundaries
• Proactive problem-solving
• Consistent follow-through

You shouldn’t have to reassign the same tasks repeatedly.

How to Know You’re Delegating the Right Way

You’re delegating effectively when:

• You’re no longer the bottleneck
• Decisions come to you already thought through
• You’re interrupted less often
• Your days feel calmer, not just fuller

If delegating feels like more work, the role hasn’t been fully handed off yet.

Where BELAY’s Assistant Solutions Fit

At BELAY, executive assistants aren’t task-takers.

They’re trained to:

• Take ownership of defined areas
• Anticipate needs
• Communicate clearly
• Support leaders at the right level

The goal isn’t to do more. It’s to free you to do what matters most.

The Bottom Line

If you’re wondering what an executive assistant should be taking off your plate, the answer is probably more than you think.

Not because you can’t handle it, but because you shouldn’t have to.

Clarity is the first step.
Delegation is the next.

Ready to Stop Carrying It All Yourself?

If this list felt uncomfortably familiar, it might be time to explore real executive support.

Talk to BELAY’s Assistant Solutions team to see what it looks like to delegate with confidence, and finally get out of the weeds.