Through the Eyes of an Executive Assistant
What I learned by flipping the script and asking the EA, not the executive.
I have some embarrassing things to admit:
I don't have my own office.
And I don't have an administrative assistant.
I'm sure there's some deep-seated inferiority complex that causes me to choose not to have either of these resources. (It has always been my choice.)
But I admit that when I tell other business owners this, they are often surprised, and if they know me well, they make fun of me, just like all great friends do.
And while I don't see an office in my future (unless I'm willing to incur the remodeling costs), an assistant will likely be needed in the year to come.
And my recent work with a team member I'm "borrowing" from one of our businesses has reinforced this need big time. My to-do list for her keeps growing, and it's revealing a huge need.
So, as with most things I'm considering down the road, I start with conversations. And while I've had numerous discussions with executives about their assistants, I thought chatting with a kick-ass assistant would be an even better way to learn more about the role I'm going to fill.
Enter Amanda Acuff, an assistant my friend Scott Ford (Scotts unite!) raves about. She was kind enough to join me for an hour or so, riffing about how she approaches her work, what makes her a superstar, and the logistics of such a complex job. Here are the highlights and my takeaways.
The Day-to-Day Reality
Amanda's days are a mix of routine and reaction. Tuesdays? Inventory. Thursdays? Billing. Every other Wednesday? Payroll. But layered on top of those anchors are what she calls "fire drills," urgent, unpredictable tasks that must be handled immediately.
She manages scheduling conflicts, executive travel, inboxes for multiple leaders, and even onboarding for new hires. Accounting and HR work also find their way to her desk. She's part firefighter, part systems builder. An excellent EA keeps things moving smoothly but also knows how to pivot amidst chaos.
My Takeaway: This job is a mix of the routine and the dynamic, and it's essential to find someone who can effectively balance the two.
How Systems and Communication Work
Amanda runs Scott's inbox like an airport traffic control tower: emails are flagged, categorized, and escalated based on their urgency.
They've also built rules of engagement.
Sometimes she responds as Amanda, other times she uses Scott's signature. The trust is in the clarity of knowing when to do which.
Add in texts for urgent items and calls for emergencies, and you have a rhythm that prevents overwhelm while keeping both sides aligned.
My Takeaway: Systems only work if they're clear and created together. The EA and executive must agree on the rules of engagement up front.
The Right Person for the Job
So, what type of person, exactly, thrives in this role?
On paper, Amanda's job description highlights organization, initiative, and confidentiality. In practice, she explained, it's more about mindset:
Comfort with ambiguity (because every day looks different)
Proactive ownership (anticipating needs instead of just reacting)
A service mindset with firm professional boundaries
She mentioned that the best assistants are trusted partners who both guard the gates and open doors.
My Takeaway: Hire for mindset over skillset. The right EA thrives in ambiguity and treats the role as a true partnership, rather than just providing support.
Beyond Task Management: Leadership and Culture
After sharing this draft with Scott, he reminded me that an EA's role goes far beyond managing calendars and putting out fires. A strong EA is a decision-maker with real authority to handle tasks such as budgets, vendors, and strategic responsibilities. Yes, they free up time, but they also free up mental energy by carrying responsibility themselves.
Scott also pointed out that assistants often have a unique vantage point in shaping company culture. Because they're close to leadership but also hear the candid conversations of the broader team, they provide insight that leaders often miss. That perspective makes them invaluable advisors in hiring, culture decisions, and day-to-day leadership.
My Takeaway: A great EA is a trusted advisor with leadership responsibilities, multiplying not just an executive's effectiveness, but that of the entire organization.
Why Amanda Took the Role
The job posting that caught Amanda's attention wasn't just "support the president." It was clever, honest, engaging, and, quite frankly, made her laugh. It emphasized cross-functional work, growth opportunities, and being embedded with leadership. That pitch mattered. She wanted to be part of a small and effective team, not just in a support role.
If you're writing a job posting for an EA, that's the lesson: don't just attract organizers, attract builders who want to grow with you.
My Takeaway: When I eventually write this job description, I need to frame it as a growth opportunity, not a clerical one.
My Final Thoughts for the Future
Here's what I'll be keeping top of mind when I make this hire:
Clarity wins. Define responsibilities upfront, then let my EA own them.
Systems must be shared. Processes should be designed together, not dictated.
Hire for mindset, not only skills. Adaptability, initiative, and discretion often outweigh the importance of resume bullet points.
Think partnership, not support. The best EAs don't just help—they multiply impact.
Talking with Amanda made it clear: hiring an assistant isn't about shrinking my workload. It's about expanding my effectiveness. The right person is a force multiplier.
Thanks for reading this post. I appreciate you. In return, please share this with those you know who may be interested.
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Things I've Enjoyed Lately: One of my favorite book genres is “behind the scenes” non-fiction. It’s fascinating to me to see what happens before “the thing” happens. One such book is Daily Rituals by Mason Currey. It’s an engaging look at how dozens of different artists create their art. Artists like Anne Rice, Benjamin Franklin, and Franz Kafka all had “daily rituals” that produced beautiful works. This book is all about how they made it happen. Spoiler alert: there is no “right way” to create.