Delegate anything that is recurring, rule-based or about coordination: inbox triage and drafts, scheduling, meeting briefs and notes, travel, research, expenses and follow-ups. Keep decisions, sensitive people matters and your most important relationships, and let your assistant prepare them. Set once which tasks your EA can complete alone and which need your OK.
Why it adds up
Microsoft's 2025 Work Trend Index puts the average worker at 117 emails and 153 Teams messages a day, and 40% of people online at 6 am are already working through their inbox. Asana reports that 60% of time at work goes to "work about work". Most of that is coordination, which is exactly what an assistant does best.
30 tasks to delegate
| Area | Tasks | Usual approval mode |
|---|---|---|
| Inbox | Triage and labels; replies in your voice; unsubscribes; follow-up reminders; flagging what needs you | EA sends routine replies; you approve sensitive ones |
| Calendar | Scheduling across time zones; resolving conflicts; protecting focus time; rescheduling; confirming attendees | EA alone |
| Meetings | One-page briefs; agendas; notes and action items; chasing missing material; booking rooms and links | EA alone |
| Travel | Flights and hotels; itineraries; visas and documents checklist; rebooking on disruption; ground transport | Your OK above a spend limit |
| Research | Background on people and companies; market summaries; vendor comparisons; event shortlists; competitor news | EA alone |
| Admin and finance | Expense reports; invoice chasing; subscription renewals; contract filing; CRM updates | Your OK for payments |
What to keep
- Decisions. Your EA can prepare the options and the facts; the choice stays with you.
- Sensitive people matters. Hiring, performance, compensation and conflicts.
- Legal and confidential deals. Your EA can route and file, but should not negotiate.
- Your most important relationships. Your EA can schedule and remind; key conversations are yours.
How to start without losing control
Not sure how many hours that adds up to? Read fractional or dedicated, or see how to hire a remote EA.
- Pick three areas from the table for the first two weeks, usually inbox, calendar and meeting briefs.
- For each task type, choose one mode: the AI drafts it, the EA sends it alone, it needs your OK, or it stays human only.
- Review the first Friday report and add one more area each week.
Frequently asked questions
01What is the first thing to delegate to an EA?
The inbox and the calendar. They take the most hours, follow clear rules and show results in the first week.
02Should an EA handle personal tasks?
Many executives delegate personal scheduling and travel. Agree on the scope in writing and keep financial and family matters on approval.
03What should I never delegate?
Final decisions, sensitive people matters, legal negotiations and your most important relationships. Your EA can prepare all of them.
04How do I know delegation is working?
Track hours given back and open loops closed each week. At Hedly, a one-page Friday report adds them up.
Sources
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