12 Tips for Working with a Virtual Executive Assistant
In celebration of Worxbee's 12-year anniversary this month, we're sharing 12 of our best tips for building a productive and successful working relationship with a Virtual Executive Assistant (VEA). Whether you're hiring a VEA for the first time or refining how you work with your current VEA, these practical insights will help you maximize the value of your support.
Done right, a Virtual Executive Assistant isn't just someone who manages your calendar or inbox—they're a strategic partner who can help you move faster, reduce stress, and focus on what matters most.
12 Tips for Working with a Virtual Executive Assistant:
1. Start with Clear Priorities
2. Establish Communication Cadence Early
3. Set Clear Expectations Around Response Times
4. Share Your Work Style and Pet Peeves
5. Provide Access to the Right Tools Up Front
6. Share What You Have—Even If It’s Messy
7. Treat Onboarding as a Process, Not a Moment
8. Give Feedback Frequently (Both Ways!)
9. Celebrate Wins Together
10. Think of Your VEA as a Strategic Partner, Not Just an Admin
11. Create More Space, Together
12. Invest in the Relationship, Not Just the Tasks
Final Thoughts
12 Tips for Working with a Virtual Executive Assistant
1. Start with Clear Priorities
One of the most common mistakes leaders make when working with a Virtual Executive Assistant is trying to delegate everything at once. A better approach? Start small—and start clear. Focus on two or three areas where the impact will be immediate. That might be inbox triage, calendar management, or coordinating recurring team meetings.
By narrowing the initial scope, you give your VEA a clear target and set them up to deliver early wins. This builds trust quickly and creates a strong foundation for expanding their responsibilities over time.
And specificity is everything. If you know how you want something handled, say so. Instead of “Manage my calendar,” try: “Protect my mornings for focus work, schedule internal meetings on Tuesdays and Thursdays, and leave 15 minutes between calls.” If you’re not sure exactly how you want something done, that’s okay too—focus on outcomes instead: “I need more uninterrupted time,” or “I want to prioritize client-facing meetings over internal ones.”
Clarity doesn’t require a perfect system—it just requires insight into what you need most. The more direction you give upfront, the faster your VEA can step in, take ownership, and help create the space you need to lead effectively.
2. Establish Communication Cadence Early
Clear communication is the backbone of every successful executive–Virtual Executive Assistant partnership. One of the best things you can do early on is decide how and when you want to hear from your VEA.
Do you prefer a quick morning check-in via Slack? A weekly wrap-up email with updates and questions? Maybe a standing Zoom sync every Monday to prioritize the week ahead? There’s no one-size-fits-all answer—what matters is that you set the rhythm together.
Establishing a predictable cadence eliminates guesswork. It also ensures you’re staying aligned on goals, priorities, and workload without constant back-and-forth. A consistent touchpoint builds trust and gives your VEA the space to take initiative while knowing when they’ll have your ear for more nuanced discussions.
And don’t be afraid to adjust as your working relationship evolves. What works in the first month may look different by month six. What’s important is that you create a structure for consistent, open communication from the start.
3. Set Clear Expectations Around Response Times
Virtual doesn’t mean 24/7—and your Virtual Executive Assistant doesn’t need to be “always on” to be effective. But they do need to know how you define urgency.
This is especially important with fractional Executive Assistant support, where your VEA isn’t sitting at a desk waiting for messages all day. They’re managing their time across clients, which makes clarity around expectations essential. What deserves an immediate ping versus what can wait until your weekly sync? Do you want responses within one business day—or same-day during working hours? Are there certain projects, people, or moments that should always get top priority?
When both sides know the pace, the workflow flows. Clear boundaries empower your VEA to prioritize effectively—and help you stay confident that nothing urgent will slip through the cracks.
4. Share Your Work Style and Pet Peeves
The best working relationships are built on self-awareness and transparency. Your Virtual Executive Assistant can’t read your mind—so the more you share about how you work (and what drives you nuts), the faster they can adapt and support you effectively.
Do you prefer bullet points over long emails? Does Slack distract you during deep work hours? Are you energized by spontaneous brainstorms or thrown off by surprise meetings? Share it.
You don’t need to over-explain or apologize for your preferences—just articulate them. Whether it’s a preference for color-coded calendars, a daily check-in cadence, or a strong dislike for “just circling back” emails, your VEA can only align if they understand how you operate.
A VEA’s strength lies in tailoring their support to your rhythm. But they can only do that when they have a clear picture of what works (and doesn’t) for you.
5. Provide Access to the Right Tools Up Front
Even the most talented Virtual Executive Assistant can’t support you effectively if they’re locked out of the tools they need. From email and calendar access to project management platforms, file storage, and communication channels—access is key to early wins.
Don’t wait until they ask. Instead, think through what systems they’ll need to navigate your world. Grant permissions, share passwords securely (tools like LastPass can help), and make sure they understand how each tool fits into your workflow.
When your VEA has everything they need at their fingertips from day one, they can start adding value without unnecessary delays or roadblocks.
6. Share What You Have—Even If It’s Messy
You don’t need a polished playbook to onboard your Virtual Executive Assistant—you just need to share what you already know.
That might be a quick voice note explaining how you prepare for meetings, a forwarded email chain that shows how you typically respond to client inquiries, or a few bullet points on how you like files named and organized. Even informal, imperfect guidance gives your VEA a head start.
VEAs are skilled at creating structure out of chaos. The more you share—even if it feels unrefined—the faster they can identify what’s working, what’s not, and where they can make immediate improvements. Think of it as giving them a map, even if some of the roads are still under construction.
7. Treat Onboarding as a Process, Not a Moment
The kickoff call with your Virtual Executive Assistant is just the beginning. Successful onboarding isn’t about a one-time download—it’s an ongoing exchange of information, feedback, and refinement.
Schedule regular check-ins during the first 30 days. Use that time to clarify expectations, answer questions, and provide insight into how you think and work. These early conversations help your VEA align with your pace and priorities—and give you space to course-correct before small misalignments become bigger issues.
With open communication and a shared commitment to improvement, you’ll build the foundation for a long-term, high-trust partnership.
8. Give Feedback Frequently (Both Ways!)
Frequent, honest feedback keeps small issues from becoming big problems and gives your Virtual Executive Assistant the insight they need to refine their approach.
Keep it simple. A quick “I really liked how you handled that” or “Next time, could we try it this way?” goes a long way. And make it a two-way street. Ask your VEA what’s helping them be effective and what’s getting in the way. The best working relationships are built on mutual growth, not one-sided direction.
Regular feedback doesn’t just improve outcomes—it strengthens trust and alignment.
9. Celebrate Wins Together
Recognition matters—even in a remote setting. When your VEA helps you pull off a seamless client pitch, smooth over a scheduling snag, or simply keeps your week running like clockwork, take a moment to acknowledge it.
You don’t need a big production. A quick thank-you message, a Slack shoutout, or looping them in when sharing a win with your team can boost morale and deepen your partnership.
Great VEAs operate with a servant leader mindset—their reward is knowing they’ve made your day smoother or helped you succeed in your role. A little appreciation goes a long way in reinforcing that impact.
10. Think of Your VEA as a Strategic Partner, Not Just an Admin
A Virtual Executive Assistant isn’t just someone who checks boxes—they’re someone who can help you think more clearly, act more strategically, and move more efficiently. Many VEAs bring years of experience supporting high-level leaders across industries. When treated as a true partner, they can help you streamline workflows, spot inefficiencies, and stay focused on what matters most.
Don’t hesitate to ask for their input. Invite their perspective when you’re stuck in a bottleneck or considering a new system. The more you tap into their thinking—not just their task execution—the more value you’ll uncover in the relationship.
11. Create More Space, Together
The true value of a Virtual Executive Assistant isn’t in how many tasks they complete—it’s in how much space they create for you to focus. Your goal shouldn’t be to cram more into your day. It should be to free up your time for the work that truly matters.
Delegate strategically. Offload the repeatable, energy-draining tasks that distract you from your highest priorities. A great VEA will handle the moving parts so you can stay in your zone of genius, make better decisions, and avoid the burnout that comes from decision fatigue.
When you start measuring productivity by the space you regain, you’ll understand the real power of support.
12. Invest in the Relationship, Not Just the Tasks
A strong working relationship with your Virtual Executive Assistant isn’t built on to-do lists alone—it’s built on trust, communication, and shared context. When you take the time to explain the “why” behind a task, not just the “what,” you empower your assistant to think ahead, make smart decisions, and solve problems proactively.
This kind of alignment doesn’t happen overnight. It comes from consistent check-ins, clear goals, and openness on both sides. Make space for reflection every few months—what’s working, what’s changed, and where could support evolve?
The best Executive Assistants have a servant-leader mindset. Their reward isn’t just a job well done—it’s knowing they’re helping you lead better, stress less, and succeed in your role. Treat them like a true partner, and they’ll show up like one.
Final Thoughts
Working with a Virtual Executive Assistant can be one of the most impactful decisions you make as a leader—but impact doesn’t come from delegation alone. It comes from clarity, trust, and partnership.
When you take the time to align on expectations, share context, and communicate openly, your VEA becomes more than support—they become an extension of how you lead. Someone who helps you move faster, think more clearly, and stay focused on what matters most.
At Worxbee, we’ve seen firsthand what’s possible when that kind of partnership clicks. After 12 years of supporting executives across industries, one truth holds steady: great results don’t happen by accident. They’re built—intentionally.
Curious what that could look like for you? Schedule a complimentary consultation today.
