From Task Taker to Strategic Lever: Reimagining the EA Role in SMEs

A companion piece to our October 22nd article on Executive–EA partnerships

For many small and midsized business (SMB) owners, the Executive Assistant is one of the most misunderstood, and chronically underutilized roles in the entire organization. Too often, an EA becomes the “catch-all,” absorbing whatever lands on their desk, regardless of complexity or value. They become task takers, firefighters, human routers. And while they keep the machine running, their true potential remains untapped.

In October, we explored why some Executive–EA partnerships flourish while others falter. But there’s another, deeper layer to this conversation, one that sits squarely with leadership: How effectively are you leveraging the EA you already have?

Because here’s the truth many CEOs quietly sense but rarely articulate:

• When an EA talent is used well, the entire business levels up.
• When an EA is used poorly, the entire business pays for it.

The Underutilization Problem (and Why It’s So Common)

Most SMB owners never receive training on “how to work with an EA.”

They hire someone talented, capable, and willing… but give them a narrow remit:

• Manage my inbox
• Book my travel
• Schedule my meetings
• Take notes
• Handle admin

Important tasks? Absolutely.

But this barely scratches the surface of what a modern EA can do.

The result?

• Executives stay overwhelmed.
• EAs stay under-challenged.

And the business sits in a holding pattern — always busy, rarely optimized.

This is not a talent issue. It’s a framework issue.

What High-Leverage Executives Do Differently

1. They share context, not just tasks.

Instead of “send this,” they explain the purpose behind the communication.

Instead of “book a meeting,” they share the strategy.

Context turns an EA from a doer into a partner.

2. They trust the EA with decisions.

Not every decision — but many.

The right EAs can triage, prioritise, and shield time better than the executive.

When trust increases, efficiency skyrockets.

3. They allow the EA to own processes, not just tasks.

Calendar management becomes time architecture.

Inbox support becomes communication strategy.

Admin becomes operational streamlining.

Ownership transforms the role.

4. They see the EA as a strategic multiplier.

A high-performing EA doesn’t just “support the executive.”

They accelerate projects, reduce operational drag, and free up leadership capacity.

They create time.

They protect focus.

They reduce friction.

This is business value that is measurable, tangible, and immediate.

The Hidden Cost of Not Using Your EA Properly

Here’s what happens when an EA is only used for low-level tasks:

• The CEO continues working 60–80 hour weeks.
• Bottlenecks form around decisions that don’t need the CEO.
• Projects slow down due to overload.
• Administrative chaos becomes normal.
• Staff start going around the EA instead of through them.
• The EA becomes disengaged or worse; the business loses them altogether.

The cost isn’t just frustration.

It’s lost revenue, delayed growth, and chronic inefficiency.

Reimagining the Modern EA in an SMB

An exceptional EA can:

• Streamline internal communication
• Build and maintain SOPs
• Manage meeting preparation and follow-through
• Act as a gatekeeper for the CEO’s time
• Run small projects
• Improve workflows
• Coordinate cross-departmental alignment
• Spot bottlenecks before they become problems

In other words:

They can be the operational glue holding everything together — if the business allows them to be.

This requires a shift in mindset: from “assistant” to “operational partner.”

It doesn’t mean turning an EA into a Chief of Staff overnight.

But it does mean elevating the role from reactive to proactive, from tactical to strategic.

Why This Matters More Than Ever for SMBs

• SMB leaders are stretched.
• Competition is fierce.
• Distraction is constant.

In this environment, the businesses that win are not always the ones with the biggest team, but the ones with the most leveraged team.

The EA is often the most leverage-ready role in the organization… if the CEO knows how to unlock it.

The opportunity ahead is significant: better executive performance, tighter operations, smoother communication, and a far healthier organizational rhythm.

Final Thought

In our October 22nd article, we explored why some executive–EA partnerships thrive. Today’s companion piece shifts the spotlight to a different question:

What could your business gain if your EA was empowered to operate at their full potential?

Most SMB leaders have never truly seen what a high-leverage EA looks like.

Those who have would never go back.

This is the starting point of a much bigger conversation, one that will continue through a series of blogs as we explore how CEOs can elevate the EA role, strengthen the partnership, and unlock newfound capacity in the year ahead.

If you’re an SMB owner wondering how to get more from your EA or how to support them in operating at their highest potential, feel free to connect with us at hello@yourpeas.com for an informal conversation.