Executive Assistant Must-Have Skills: The Technical, the Tactical, and the Human

Ever wish someone could just step in, figure things out, and keep your business moving without slowing you down?

I was a virtual assistant for years before leveling up to an executive assistant for busy solopreneurs and C-suite leaders. 

Let me tell you—

These clients are not looking for someone to babysit.

They’re looking for someone who can jump right in.

Some skills are technical. Some are soft. All of them matter.

Most of the time, they don’t have the bandwidth to train you. They may not even have a method for training.

What they do have is a Google Workspace, a few email accounts, and an overwhelming list of responsibilities they need to get off their plate.

The ultimate value I’m there to provide? Bandwidth. Headspace. Time.

You Must Be Tech-Savvy (No Exceptions)

Google Workspace (especially Sheets)

If I had a dollar for every time I had to troubleshoot or rewrite a Google Sheets formula on the fly, I’d have a whole new revenue stream.

Sometimes it’s a broken formula affecting multiple tabs, other times it’s about building a new sheet and pulling in export data from another platform.

Whatever it is, you better be able to figure it out. Fast.

Calendar Management

We live and die by the calendar.

Everything is scheduled. I’m syncing multiple Google Calendars, managing conflicts and buffers, adding Zoom links, inviting guests, and rescheduling meetings—often from multiple emails.

I need to know which meetings are non-negotiable and which ones can shift. I check all inboxes for cancellations, delays, or last-minute changes.

I build in breathing space but never waste a moment.

Email Management

It’s not just about replying.

It’s about creating order. Decluttering. Filing. Accepting invites.

Making sure the client’s inbox isn’t a war zone.

A clean inbox gives them a clear mind—and that’s a win.

File Organization

Even when I’ve set up a beautiful, labeled, star-filed, perfectly categorized Google Drive, my clients will still ask, “Can you find that file and send it to me?” Of course, I can.

It’s organized because I need it to be. I can’t think in chaos.

Clean systems = clear thinking.

And when it’s time to move on from a client, I want to leave things better than I found them—for them and the next person.

Messaging Platforms

Slack. Telegram. You name it. I have systems to keep track of messages, respond quickly, and match my client’s tone.

If they write “cool,” I don’t write “Dear Sir.” I mirror their communication style—be it casual, all lowercase, emojis, or bullet-point efficiency.

If it needs their input, I flag it and follow up.

AI Skills

You have to know AI these days. It’s not optional. Not if you want to stay relevant—and not get left behind.

The secret sauce? It’s the prompt.

Your ability to be clear, concise, and specific in what you want the AI to do will make or break your results.  

AI is evolving fast. Your communication has to evolve even faster.

From building slide decks to creating chatbot clones of yourself—like Delphi or ChatGPT—I use AI daily. As my editor. As my assistant. As a sounding board.

The key? I know how to weave AI into my workflow without losing the human touch.

When you can leverage AI, you don't just move faster—you expand your bandwidth.  You scale your service. You increase your client’s capacity (and your own).

Project Management

It’s not about the tool. It’s about the mindset.

You’ve got to be able to break things down, reverse engineer, and prioritize.

Whether it’s Asana, Trello, ClickUp, or Notion—once you understand one, you can adapt to the rest.

But knowing how to map out a project, sequence tasks, and move things forward?

That’s essential.

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The Soft Skills Are What Make You Indispensable

Be an Observer

My client is my study. I watch how they speak, how they move through their day, how they respond—or don’t.

If they ghost a message, it’s usually not personal.

They opened it, saw it wasn’t urgent, and moved on. Or it was just an FYI-type of message that didn't require a response.

I’ve learned to read between the lines. To know when to nudge, when to wait, and what really matters.

Before I send anything, I consider the context.

What meeting are they in? Who are they with? What time is it? Where’s their head at?

And one rule above all: Anticipate their needs before they ask.

Be Their Second Brain

If I’m replying to messages as them, it means I know the details they don’t know… yet.

It’s my job to make sure they're up-to-date.

That means sending a heads-up before their next meeting, prepping decks, reminding them to follow up on things they promised, or even remembering to pick up a gift for their partner. 

Every detail counts. If they’re on point, it’s because I’ve made sure I am.

Communicate Like a Pro

I’m direct. Concise. I bullet-point everything. I don’t ask questions I can figure out myself.

My clients don’t want the play-by-play—they want the outcome, not the backstory.

I’d rather over-communicate than leave something unclear. But when I do, I make sure it’s sharp, to the point, and easy to act on.

I also check-in. A simple “How are you doing?” goes a long way.

The more I learn their language and their behaviors, the more seamless our communication becomes.

Be Flexibly Available

I’m working with high-performance clients. They’re not 9–5ers who shut down their laptop and work phones off at 4:55 pm —and neither do I. 

While I have boundaries (Sundays are sacred), I’m always plugged in.

I might be in the “outernet,” but the bottom line for how I work with my C-suite clients is: If you’re working, I’m working.

Industry-Specific Knowledge Matters

I don’t need to be an expert, but I better be willing to learn.

I pay attention to the terms they use. I’ll take a course, read the reports, and watch how they talk to their clients or team.

If they’re in sales, I get familiar with pipelines, conversion metrics, and how they track performance.

If they work in digital marketing, I learn the language of funnels, ad performance, and audience targeting.

If they’re in coaching, I know what frameworks they use and what outcomes they promise.

The more I understand their world, the better I can move in it without friction.

Hold Space 

I’m an ear to listen for the occasional venting.

It’s not often that I hear my high-performing clients vent, but every now and then, they’ll send a voice note or a quick message to let something out.

I don’t ask questions or dig deeper just to satisfy my curiosity. I don’t insert myself. That’s not what they need.

I just hold space—because I’m simply a safe space.

That message? It wasn’t about needing a solution. It was about release.

Be a Confidant

It goes without saying that being trustworthy as an EA is a huge asset. 

I’m pervy to a lot—confidential information, 1:1 conversations, private messages, inside leadership meetings.

Being discreet is part of the job. I’m also privy to glimpses of what’s going on in their personal lives. 

It’s my duty not to comment unless I’m asked for specific, objective input.

This isn’t gossip; it’s responsibility.  

The circle of trust matters.

Final Thoughts

So how do I know what skills I need to have—and keep sharpening?

I scroll through Upwork. I treat it like a fishing pond—seeing what solopreneurs and small teams are asking for.

The job descriptions? They’re basically skillset wishlists. But don’t stop there.

I’m always learning. Reading. Testing platforms. If my clients grow, I grow.

And if they don’t grow, but I do? Then maybe it’s time for me to move on to someone who does need what I now have to offer.

Because if I’m not progressing, I’m regressing. And I want to add value where it counts.

At the end of the day, it’s my job to give my client back their time and mental space. To figure things out without being handheld. To make sure nothing slips through the cracks.

Let’s Talk

If you're a busy solopreneur or a C-suite leader—what do you look for in an EA?

Do these must-have skills sound like what you need in an executive assistant? Then, let’s talk.

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