How to Communicate Your Preferences to Your Executive Assistant
You hired an Executive Assistant because you need high-level support, not a mind reader. Even the most experienced Executive Assistants can’t magically intuit your preferences, quirks, or pet peeves (at least, not right away).
The fastest way to get to seamless support is to be clear and proactive about what works for you. The more details you share, the sooner your Executive Assistant can adapt their approach and take things off your plate exactly the way you like it done. This not only speeds up your onboarding, but sets you both up for long-term success.
Ready to make life easier for both you and your Executive Assistant? It all starts with clear communication.
1. Start With Self-Reflection
Before you can communicate your preferences, you need to get clear on them yourself. Ask yourself questions like:
Do I have specific communication preferences? (time of day, channel, level of detail)
Are there any pet peeves or “never do” rules I want my EA to know?
Do I care about formatting for things like calendar entries, meeting notes, or emails?
Do I prefer quick overviews or all the details up front?
Taking the time to jot down your answers will make it easier to set your Executive Assistant up for success from day one. When you’re clear on your preferences, it’s much easier for your Executive Assistant to meet (and exceed) your expectations.
2. Be Direct About Your Preferences
Don’t expect your Executive Assistant to read your mind. Clarity speeds up trust and results. The more direct you are, the better your Executive Assistant can adapt to your style.
Be specific with examples:
“I prefer brief, bullet-point emails over long summaries.”
“Send me a reminder the day before every board meeting.”
“Highlight urgent requests in Slack by tagging me.”
Don’t be shy about mentioning your dislikes, too:
“I don’t want calendar invites for internal team meetings—just send a weekly summary.”
“No pop-up reminders during focus time from 8-10am.”
Why is this important?
Clear preferences help your Executive Assistant deliver the seamless support you’re looking for, right from the start. It reduces the risk of frustration, builds confidence, and ensures your partnership gets off on the right foot.
3. Document and Share Your Preferences
Even if you’ve shared preferences in conversation, putting them in writing helps your Executive Assistant reference them whenever needed. We provide Worxbee clients with a fillable “Working With Me” document, but you can also create your own. This living document can include:
Work details: Typical schedule, upcoming OOO, VIPs, focus time, etc.
Travel preferences: Preferred airlines, travel times, rewards numbers, etc.
Communication preferences: Channels, response time expectations, etc.
Scheduling preferences: Calendar entry format, buffers, focus days/times, etc.
Boundaries and approvals: Tasks that do/don’t require approval
Personal details: Favorites, significant other/children’s names, key dates, etc.
Pet peeves or never do list: What your EA should avoid
Sharing this document saves time, prevents misunderstandings, and empowers your Executive Assistant to be proactive. Encourage your Executive Assistant to ask follow-up questions, add notes, or suggest updates as you both learn what works best. Over time, this guide will help your Executive Assistant support you even more seamlessly.
4. Discuss Boundaries and Priorities
Be explicit about what counts as urgent versus what can wait until later. Let your Executive Assistant know which tasks or messages require immediate attention and which ones can be batched or held for a weekly review.
Also, clarify:
Your preferred channels for urgent vs. routine communication (e.g., Slack for urgent, email for non-urgent).
The best hours to reach you for quick questions, and when you want to be left uninterrupted.
Setting these boundaries and priorities up front helps your Executive Assistant make better decisions, respect your workflow, and ensures you’re always aligned on what matters most.
5. Encourage Two-Way Feedback
Set the expectation early that feedback is a two-way street. Let your Executive Assistant know you want them to ask clarifying questions, share suggestions, and raise issues before they become problems.
Tips for keeping feedback flowing:
Schedule regular check-ins. Even 15 minutes once a week helps keep both sides aligned.
Ask for their perspective. After big projects or new workflows, invite your Executive Assistant to share what’s working and what could be improved.
Normalize quick course-corrections. Make it easy for your Executive Assistant to flag roadblocks or ask for clarification. Mistakes are easier to fix early.
Give positive feedback too. Recognition for a job well done builds trust and encourages your Executive Assistant to go the extra mile.
Be direct but kind. Clear, respectful feedback (on both sides) creates an environment where your Executive Assistant feels empowered to support you fully.
Making feedback a regular, comfortable part of your partnership helps your Executive Assistant deliver at their best, and ensures you always feel supported.
6. Update as You Go
Your preferences and routines will evolve over time, so don’t treat your “Working With Me” guidelines as set in stone. Ask your Executive Assistant to help keep this document updated, when you agree on a new preference or workflow, have them note it for future reference. A quick review every quarter keeps everyone aligned and your partnership running smoothly.
Set the Stage for Seamless Support
Clear communication is the fastest way to unlock the full value of your Executive Assistant. When you share your preferences, priorities, and boundaries, you make it easier for your Executive Assistant to deliver the high-level support you deserve, and you’ll see results much faster.
Don’t wait for your Executive Assistant to guess what you need. Start the conversation today: share your “must-haves,” update your guidelines together, and encourage open feedback from both sides. The more clarity you bring to the partnership, the smoother (and more impactful) your experience will be.
