Start by logging one week of work you could hand off, then choose the hours (about 80 or 160 a month) and a time zone with at least 4 shared hours. Interview on video and test on real tasks: an inbox triage, a scheduling puzzle and a meeting brief. Before day one, set up access through a password manager and agree what the assistant can send or book without you.
Why it is worth doing properly
Microsoft's 2025 Work Trend Index found that the average worker receives 117 emails and 153 Teams messages a day, and that nearly a third of meetings now span multiple time zones. Asana reports that 60% of a person's time at work goes to "work about work": status updates, searching and chasing. A good EA takes a large share of that off your plate, but only if the hire and the handover are done carefully.
The 8 steps
- Log a week. Write down every task someone else could have done, with the minutes it took: email, scheduling, travel, research, follow-ups, expenses.
- Choose the hours. Under about 20 hours a week of delegable work points to a fractional EA (about 80 hours a month); more points to a dedicated one (about 160). See fractional vs dedicated.
- Choose the time zone. Aim for 4 or more shared hours if you want live help with the calendar and inbox. Check the numbers in our time-zone overlap table.
- Choose the model. A freelancer is cheapest but leaves you without cover; a managed service handles vetting, payroll and replacement. Compare options in remote EA services compared.
- Interview on video, in every language you need. Listen for judgment and clear writing, not only experience.
- Test on real tasks. Give each finalist the same 45-minute exercise: triage 20 sample emails, solve a three-time-zone scheduling conflict and write a one-page brief for a meeting.
- Set up access safely. Use a password manager and delegated access to email and calendar, never shared passwords. Have the assistant sign an NDA.
- Agree approval rules and a 30-day plan. Decide what they send alone, what needs your OK and what stays with you. Review together at day 30.
What to look for in the interview
| Skill | How to test it | Good sign |
|---|---|---|
| Judgment | Ask which 3 of 20 sample emails need you today | Explains the choice in one line each |
| Writing | Ask for a reply in your voice to a delicate email | Short, polite, nothing you would rewrite |
| Scheduling | Give a meeting with people in three time zones | Proposes options in each person's local time |
| Discretion | Ask what they would never send without you | Names legal, HR, money and key relationships |
| AI tools | Ask how they would use AI on your inbox | Uses it for drafts and summaries, checks every output |
The first 30 days
- Day 1: access set up, approval rules agreed, priorities for the week.
- Week 1: inbox and calendar under the assistant's control; a short daily check-in.
- Weeks 2 to 4: add travel, meeting briefs and follow-ups as trust builds.
- Day 30: review what worked, what to delegate next and what to stop doing.
How Hedly does it
Hedly runs steps 4 to 7 for you. Every EA is vetted through a video interview, a skills assessment and reference checks, and signs an NDA, and you meet 3 of them on video within 24 hours. Approval modes and a Friday report come built in. See how it works or meet 3 EAs in 24 hours.
Frequently asked questions
01How long does it take to hire a remote executive assistant?
On your own, expect several weeks to source, interview and test. Through a managed service it can be days: at Hedly you meet 3 vetted EAs within 24 hours and most clients have their EA working within a week.
02Should I hire a freelancer or use an agency?
A freelancer can cost less, but you handle vetting, payments and cover when they are away. A managed service handles those and replaces the assistant if it is not a fit.
03How do I give an EA access to my email safely?
Use delegated access in Gmail or Outlook and a password manager, never shared passwords, and decide which messages need your approval before they go out.
04What should I test in an interview?
Real tasks: triaging sample emails, solving a scheduling conflict across time zones and writing a short meeting brief.
Sources
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