How to Effectively Use an Executive Assistant from Wing

In a remote-first work environment, productivity hinges not just on working harder but on working smarter. As a result, busy professionals, entrepreneurs, and executives are increasingly relying on virtual executive assistant from Wing to streamline operations, expertly manage details, and free up valuable time for high-impact tasks.

Studies show that effective leaders prioritize strategic work, with Forbes reporting that top performers spend 60–70% of their time on high-level strategy, while Harvard Business Review underscores the importance of delegation to free up time for these critical tasks.

This comprehensive guide explores how to maximize the benefits of an Executive Assistant from Wing, covering responsibilities, onboarding processes, essential tools, and best practices. Additionally, you'll find real-world use cases illustrating the effectiveness of virtual assistants, along with insights into why Wing stands out among other options.

Why Hire an Executive Assistant from Wing?

Trained, Vetted Professionals

Wing’s executive assistants undergo a rigorous vetting process, including skills assessments and reference checks, then receive ongoing training. That means you’re not worrying about quality—you’re getting support you can trust.

Cost‑Effective Flexibility

Hiring a full-time in-house assistant is expensive, roughly $8,800–$15,500 per year in the Philippines alone. Wing offers part-time or full-time support at a predictable flat rate, making it budget-friendly and scalable.

Dedicated vs. General VA

Unlike general virtual assistants (VAs) hired on freelance platforms, a Wing Executive Assistant is matched to you based on skills and experience, learns your preferences, and behaves like a trusted team member, not just a contractor.

Seamless Integration & Tools

Wing Assistants are trained in popular tools like Google Workspace, Slack, Zoom, Asana, Notion, Trello, and more. You get executive-grade support without paying for extra software training.

Executive Tasks You Can Delegate

A Wing Executive Assistant is more than just someone who manages your calendar; they’re your right hand, helping you stay organized, responsive, and ahead of your day. Below is a deeper look at the types of tasks you can confidently delegate to your Wing Assistant, so you can focus on what truly matters: growing your business and leading your team.

Calendar & Email Management

Your assistant can take full ownership of your schedule, helping you avoid conflicts, stay on time, and prioritize your most important work.

• Schedule meetings at optimal times: Your assistant will coordinate with internal and external stakeholders to find times that don’t disrupt your focus hours or overload your day.
• Screen and triage emails for urgency: They can organize your inbox by flagging high-priority messages, drafting responses, and filing or archiving emails that don’t need immediate attention.
• Send follow-up reminders and meeting prep packets: Wing EAs can ensure you’re prepared before every meeting by sending you agendas, key documents, and reminders.

Meeting Coordination & Follow-Ups

Whether you’re leading internal standups or client calls, your assistant ensures every meeting runs smoothly from planning to recap.

• Book meeting rooms or Zoom calls: They can handle logistics, set up virtual meeting links, and include the right participants.
  Share calendars with participants: Your assistant keeps everyone in sync by sending invites, setting reminders, and sharing your availability.
• Create and distribute agendas: They’ll draft agendas for you to review, then distribute them to the attendees ahead of time.
• Record notes and log action items: After meetings, your assistant can document key takeaways, assign tasks, and track follow-up items using tools like Notion, Trello, or Google Docs.

Travel Itineraries & Logistics

Wing Executive Assistants take the stress out of business (or even personal) travel by managing every step for you.

• Research flight and hotel options: They’ll find the best deals based on your preferences—whether it’s business class flights, proximity to venues, or hotel perks like late check-out.
• Manage bookings and changes: Travel plans change. Your assistant can handle last-minute cancellations, rebookings, and confirmations without missing a beat.
• Prepare detailed itineraries: You’ll receive a full travel packet with flight info, hotel bookings, local transport, restaurant reservations, and even weather updates.

Research & Reporting

Let your assistant handle research-heavy tasks so you can focus on decision-making.

• Gather market data, competitor insights, or event info: Whether you’re preparing for a product launch or a big sales meeting, your assistant can compile the information you need.
• Create slides or executive summaries: They’ll turn raw research into polished presentations, reports, or briefs you can use in boardrooms or client calls.
• Stay ahead with newsletters or industry trend reports: Wing EAs can subscribe to relevant sources and share weekly digests with highlights that matter to your business.

Expense Tracking & Invoicing

Managing finances can be time-consuming. Your Wing Executive Assistant can help streamline this process and keep your cash flow organized.

• Upload receipts to tools like Expensify or Divvy: Just snap a photo or forward a receipt, and your assistant will do the rest, categorizing expenses and filing them appropriately.
• Prepare monthly reports: They can create spreadsheets or dashboard reports for your accountant or finance team, helping you stay on top of your spending.
• Ensure timely payments and follow-ups: Your EA can pay vendors on time or send polite nudges to clients with outstanding invoices.

Internal Communication

Your assistant can act as your internal voice, helping you maintain clear and timely communication across your organization.

• Draft internal announcements: Need to share a milestone, new hire welcome, or team update? Your assistant can write and format these in your voice.
• Liaise with teams or departments: They can collect updates from different departments, relay messages, and follow up on requests on your behalf.
• Send recurring reminders: Whether it's for team standups, quarterly planning, or compliance filings, they’ll keep your team on track.

Confidential & Personal Support

Wing Assistants are trained to handle sensitive tasks with discretion and care. Whether it’s a personal matter or a private business task, they’re equipped to handle it professionally.

• Manage personal to-dos: From booking personal appointments to buying gifts for team members or clients, your EA can take these off your plate.
• Send sensitive documents securely: They follow best practices for password-protected files and encrypted transfers.
• Plan personal travel or events: Whether it’s a family vacation or a dinner with investors, your assistant can make sure everything is booked and confirmed.

Here’s a quick recap of what you can confidently delegate to your Wing Executive Assistant:

With Wing’s unlimited task model, you’re not limited to a handful of responsibilities—your assistant becomes a true extension of your team. You can start by delegating small tasks, then gradually offload more complex projects as trust builds.

How to Onboard Your Executive Assistant Successfully

Getting started with your Wing Assistant sets the tone for a productive partnership. Here’s a step‑by‑step onboarding checklist:

Week 1 Checklist

Kick‑off video call: introduce yourselves, discuss working hours, communication style, and expectations. Share login access or guest permissions on tools (e.g. Google Workspace, Slack). Share your calendar & weekly schedule, including typical meeting cadence.

Tool Setup

Add your assistant to shared areas—Google Drive folders, Slack channels, and Trello boards. Grant access to billing or travel accounts, if needed.

Clarify Communication

Choose preferred channels: Zoom for deep conversation, Slack/Teams for quick touchpoints, email for records. Set a weekly 15‑minute sync to review tasks, clarify priorities, and provide feedback.

Establish Rapport

Share a “100‑Day Roadmap”: goals, personal preferences, preferred email tone, do’s and don’ts. Encourage casual check‑ins—e.g., “How’s your weekend? What did you do?” helps create a human connection.

Feedback Loops

Ask for improvement ideas; assistants often spot inefficiencies you miss. Provide gentle, timely feedback: “Just a quick note—when scheduling meetings, please CC me on invites.”

Best Practices to Maximize Impact

Hiring a Wing Executive Assistant is a great move, but how you work with them determines whether you simply get tasks done or unlock a whole new level of productivity. To truly maximize the value of your assistant, it’s important to follow a few best practices that help create a strong working relationship, encourage initiative, and drive measurable results.

Set Clear KPIs & Goals

To set your assistant up for success, you need to define what success looks like. That’s where KPIs (Key Performance Indicators) come in.

Examples of effective KPIs for an Executive Assistant:

• Reduce calendar conflicts or last-minute meeting changes by 30%
• Cut business travel costs by 15% through smarter planning
• Achieve a 95% task completion rate on or before deadlines
• Respond to priority emails within 2 hours during business hours

These metrics give your assistant a clear target and allow you to measure progress objectively.

Why revisit goals?
Business needs change. A monthly review helps realign expectations. Maybe your assistant started with scheduling and inbox management, but now you're ready to delegate travel or reporting—this is the time to adjust focus.

Tip: Track KPIs in a shared document or dashboard, so you both have visibility into progress.

Use Project Management Tools

Trying to manage tasks through email or chat gets messy, fast. That’s why tools like Asana, Trello, or ClickUp are essential.

Benefits of using these tools:

• You and your assistant can see tasks, deadlines, and updates at a glance.
• Tasks can include detailed instructions, attachments, and links.
• Status labels (e.g., “To Do,” “In Progress,” “Done”) reduce back-and-forth questions.
• You can comment directly within tasks, making communication contextual and easy to follow.

How to get started:

1. Create a shared workspace.
2. Break your projects into manageable tasks.
3. Assign each task with a due date and priority level.
4. Encourage your assistant to update task status regularly.

Tip: Use recurring tasks for routine items (e.g., “Team Meeting Agenda – Every Monday”).

Weekly Check-Ins

Even the best tools can’t replace real-time conversation. A 15–30 minute weekly sync helps keep everything on track.

Use this time to:

• Review tasks completed since the last check-in.
• Clarify any questions or priorities for the upcoming week.
• Address any blockers or delays.
• Celebrate wins or great work.

Even a simple “Thanks for organizing that call with the supplier—super smooth” goes a long way in building rapport.

Tip: Keep a rolling agenda in your project management tool so you don’t forget discussion points during the week.

Smart Delegation

Good delegation is an art, and it’s key to freeing up your time.

Start with:

Repetitive or time-consuming admin tasks like:

• Email triage
• Calendar invites
• Document formatting
• Travel research

Once trust is built, move on to:

• Vendor coordination
• Report drafting
• Social media scheduling
• Expense reporting

What smart delegation looks like:

• Share why the task matters:
  “This email follow-up helps us re-engage a potential client we haven’t heard from.”
• Describe the desired outcome, but allow flexibility in how to achieve it.
• Avoid micromanaging, don’t dictate every click or word unless the task is high-stakes.

Tip: Let your assistant create SOPs (standard operating procedures) as they complete tasks, so handoffs and transitions are easier later on.

Encourage Initiative

The best executive assistants don’t just wait for instructions; they spot opportunities and suggest improvements.

How to encourage this mindset:

• Create a “Two-Minute Rule”:
  “If it takes less than two minutes and doesn’t require my approval, just do it.”
• Invite input:
  “Is there a faster way we could run this report?”
  “Do you know of a better tool for scheduling calls?”
• Make it safe to share ideas. Even if a suggestion isn’t used, acknowledge and appreciate it.

Examples of initiatives Wing Assistants might take:

• Automating invoice reminders using Zapier
• Creating a centralized calendar for internal deadlines
• Proposing new time-saving tools for recurring tasks (e.g., Calendly, Loom, Otter.ai)

Tip: Create a shared “Ideas List” in your task board where your assistant can drop improvement ideas at any time.

Your assistant isn’t just a task-doer; they’re a partner in your productivity. By following these best practices, you’re not only freeing up your time, you’re enabling someone else to grow in their role and bring even more value to your business.

Why Wing Assistant Is Your Smarter Choice

Here’s a comparison of why Wing stands out:

Conclusion

Effectively using a Virtual Executive Assistant from Wing means more than offloading tasks; it’s about gaining a trusted partner who thinks ahead, acts autonomously, and keeps your engine running smoothly. Whether you're a startup founder juggling investor pitches, a CEO handling vendor relationships, or an executive immersed in strategy, a Wing assistant helps you:

• Reclaim valuable time
• Reduce stress and administrative overload
• Ensure no detail gets missed
  Scale your support as your team grows

Ready to get started?

• Visit the Executive Assistant page to dive into the service details.
• Learn about the working process on the How It Works page.
• Explore pricing plans and sign up via Pricing.
• Or simply book a free consultation and take the first step toward transforming how you work.

Wing’s executive assistants aren’t just helpers; they’re your partner. Delegate with confidence, reclaim your day, and achieve more than you thought possible.

Dianne Florendo

Dianne has extensive experience as a Content Writer, she creates engaging content that captivates readers and ranks well online. She stays on top of industry trends to keep her work fresh and impactful. She has a talent for turning complex ideas into relatable stories. When she’s not writing, you’ll probably find her with a crochet hook in hand or working on a fun craft project. She loves bringing creativity to life, whether it’s through words or handmade creations.