Case Study: How an Executive Assistant Saved 10+ Hours per Week

Introduction

This case study examines a practical, repeatable approach used by an executive assistant (EA) at a mid-sized technology firm to recover more than 10 hours per week. It focuses on methodology, tools, change management, and measurable outcomes to help business professionals replicate the result.

Background: The Executive Assistant Role and Productivity Context

Executive assistants perform a broad range of tasks—from calendar management and travel booking to stakeholder coordination and project support. When routine administrative work consumes the majority of an EA’s time, strategic support for executives suffers. Recent internal and industry analyses indicate that targeted delegation and automation can yield significant time savings [1].

Case Study Overview

Subject: Senior Executive Assistant supporting a CEO and two direct reports in a 300-person technology company. Baseline: EA logged a weekly average of 36 administrative hours (excluding strategic project work). The objective was to reduce administrative hours to enable higher-value activities and improve support quality.

Time Audit Findings

An eight-week time audit identified top time drains and opportunity areas. Findings were prioritized by frequency, effort, and impact:

1. Meeting prep and follow-up (10–12 hours/week): repetitive slide formatting, note distribution, and action-item tracking.
2. Calendar coordination and conflict resolution (6–8 hours/week): back-and-forth scheduling across time zones.
3. Travel booking and itinerary changes (3–4 hours/week): manual price checks and rebooking.
4. Email triage and templating (4–6 hours/week): drafting routine responses and routing requests.
5. Ad-hoc administrative requests (3–4 hours/week): occasional one-off research or purchases.

Strategy Implemented

The EA and executive leadership agreed a phased plan focused on three pillars: eliminate, delegate, and automate. The change plan emphasized minimal disruption, measurable milestones, and routine reporting of time saved.

Implementation followed this high-level schedule: 1) Week 1–2: Time audit validation and stakeholder alignment. 2) Week 3–5: Process design and tool selection. 3) Week 6–8: Pilot automations and delegation. 4) Week 9–12: Rollout, review, and optimization.

Tools and Automation

Tools were chosen for integration with existing systems and low training overhead. Core selections and uses included:

• Calendar assistant (automated scheduling and buffer rules) — reduced back-and-forth coordination.
• Meeting prep templates and an action-item tracker (shared document with automation for status updates) — standardized notes and follow-ups.
• Travel management platform with delegated approval flows — streamlined booking and rebooking.

Automation logic examples implemented by the EA (no-code where possible): - Auto-generate meeting agendas and attach prepared slides when meetings are scheduled. - Convert meeting notes into action items and assign owners via a shared task list with automated reminders. - Use scheduling links with pre-set availability and buffer times to reduce conflicts.

Results and Measured Metrics

After a 12-week implementation and two iterative optimizations, measurable outcomes included:

• Hours saved: 10–14 hours per week reclaimed from administrative duties (verified by follow-up time logs).
• Meeting load: 25% reduction in total meeting time through shorter, agenda-driven meetings and consolidated attendee lists.
• Calendar conflicts: 60% fewer conflicts and reschedules after scheduling rules were enforced.
• Response time: Turnaround for routine administrative requests improved by 40% due to templating and delegated workflows.

Qualitative outcomes: The EA reported higher job satisfaction and the CEO noted improved preparation for strategic meetings. Stakeholders reported more consistent follow-up and clearer ownership of action items.

Key Takeaways

• Prioritize: Start with a time audit to identify the 20% of activities causing 80% of time drain.
• Automate lightly: Choose tools that integrate with email and calendar to minimize friction.
• Delegate with rules: Clearly document which tasks can be delegated and the escalation path.
• Measure: Track time savings and operational metrics to demonstrate ROI and justify broader adoption.
• Iterate: Conduct short pilots and refine processes before full roll-out.

Contextual note: This approach is scalable to teams beyond executive support. The combination of audit, delegation, and targeted automation is effective where routine, repetitive tasks are predominant [2].

Frequently Asked Questions

How did the EA calculate the 10+ hours saved?

The EA used a pre- and post-implementation time log. Each administrative task category was timed over multiple representative weeks, averaged, and compared with post-implementation averages. Savings were validated across four consecutive weeks to account for normal variance.

Which automations had the highest impact?

High-impact automations were those tied to meeting lifecycle: automated agenda generation, note-to-action conversion, and scheduling links with built-in availability. These automations reduced repetitive manual work and minimized scheduling friction.

Was any work outsourced or hired out?

No external hires were required. The EA delegated tasks internally and used software to automate repetitive tasks. Where appropriate, some one-off tasks (e.g., specialized travel bookings) were routed to a centralized vendor via an approval flow rather than hiring additional staff.

How long did it take to see measurable improvements?

Initial improvements in scheduling and routine responses were visible within 2–3 weeks of piloting. Full measurement and stabilization of a 10+ hour weekly savings were achieved by week 12 after iterative adjustments.

Can this approach be applied in other industries?

Yes. The methodology—time audit, prioritized elimination/delegation, lightweight automation, and metric tracking—is industry-agnostic. Specific tools and workflows may vary, but the core principles translate to finance, legal, healthcare administration, and other sectors.

Sources: Internal time audit (company case data); productivity best practices (industry summaries) [1][2].