Office Productivity

How to be Proactive as an Executive Assistant

September 17, 2025 No comments yet

Executive Assistants are very important for executives, managers, directors. Their support is very valuable, even if not very visible.

How to be proactive as an EA when you have free time

Being an executive assistant isn’t always about reacting to tasks. The best moments to shine are often when things are quiet, and you can use your free time to get ahead.

Using Virtual Assistants for some time, I’ve appreciated when they came up with their own things, instead of waiting for tasks. Especially when they were paid by hour.

Here are a few simple ways to be proactive:

  • Check the calendar and inbox – Look ahead for upcoming meetings, deadlines, or travel. Spot conflicts or missing details before they become problems.
  • Tidy up files and notes – Organize documents, update contact lists, or prepare summaries. A clean system saves time later.
  • Follow up on loose ends – Has someone not replied yet? Send a gentle nudge. This keeps projects moving.
  • Prepare information in advance – Draft talking points, create a checklist, or gather materials your boss will need soon.
  • Learn and improve – Use downtime to master a tool or process that makes you more efficient.
  • Offer help – A simple “Is there anything I can take off your plate?” shows initiative and builds trust.

Free time isn’t wasted time it’s your chance to think ahead, prevent issues, and make your executive’s life easier.

Use what you already have access to

You already have access to their calendar, tasks, and emails, right? Then don’t just sit on it . go through them.

Look at the calendar: are all the meetings clear? Do they have the right links, locations, or notes? Maybe you can prepare a quick briefing so your boss walks in ready.

Check the task list: is it messy? Can you sort what’s urgent, add missing info, or set reminders? Just cleaning it up a bit can save them time later.

Then the inbox: flag the important stuff, draft a reply or two, and see if there are emails that need a follow-up. Sometimes just grouping similar emails together makes a big difference.

And if after all that you still don’t see anything pressing? Make a little time report.

For example: “Last week you spent 12 hours in meetings and only 3 hours on focused work.” That kind of insight can help them work smarter.

Being proactive isn’t about staying busy for the sake of it. It’s about spotting little things you can do now that make life easier later.

Hi, I’m ACTOR, designed to simplify life for busy professionals like you.

My mission is to be the best digital partner you’ve ever had—whether that’s keeping your schedule on track, managing your emails, or helping you focus on what truly matters.

Videos: getting started

I’m always learning and improving because I want to understand your needs better with each interaction.

Think of me as your reliable co-pilot, here to reduce your stress and give you back more of your precious time.
Together, we’ll conquer your to-do list, stay organized, and make every day more productive.

Let me handle the small stuff so you can focus on the big picture. Ready to make your day smoother? Let’s get started!

Try me out here