Executive Assistant KPIs: 7 Ways to Measure Your EA's Performance



Quick answer: Measure an executive assistant on outcomes you can count. Track hours you win back, response time to key contacts, protected focus time, tasks done on time, rework, follow-ups closed, and your own satisfaction. Review three of them each week and all seven each month.

Dana runs a 20-person software firm. Three months after hiring an EA, a board member asked a simple question: “Is it working?” Dana said yes. Then Dana paused. There was no proof. Just a feeling. (Dana is a composite of founders we work with.)

A feeling is not enough. If you pay for help, you need to see what it buys.

Why Should You Measure an Executive Assistant at All?

You hire an EA to give you time and focus. Both are hard to see unless you count them.

Leaders struggle with time even when they have help. In a McKinsey survey of nearly 1,500 executives, only 9% said they were very satisfied with how they spend their time. Harvard’s Michael Porter and Nitin Nohria tracked 27 CEOs and found they held 37 meetings a week, which took 72% of their work time, as CNBC reported. Most of their time alone came in blocks of an hour or less.

A good EA changes those numbers. KPIs show you by how much.

Which 7 KPIs Matter Most?



These are the starting targets we suggest. Adjust them to your role and your volume.

How Do You Set Up an EA Scorecard?

Use what we call the 3-7-1 scorecard. It takes about 15 minutes a week.

  1. 3 weekly KPIs. Pick the three that match the job you hired for. Inbox help? Track VIP response time. Calendar help? Track focus blocks.

  2. 7 monthly KPIs. Once a month, review all seven in a 30-minute meeting.

  3. 1 honest score. Rate the month from 1 to 10. Write one line on why.

Start with a baseline. Before your EA starts, log one normal week. How many hours went to email? To scheduling? To chasing updates? Without that number, “hours won back” is a guess.

Keep the scorecard in one shared Google Sheet or a Notion page. Your EA fills it in. You read it.

What Does Good Look Like by Day 90?

Dana’s scorecard after 90 days told a clear story:

  • Hours won back rose from 3 in month one to 12 in month three.

  • VIP emails got a reply the same day 96% of the time.

  • Dana kept three focus blocks most weeks, up from zero.

  • The monthly score climbed from 6 to 9.

The board member got a one-page answer. So did Dana.

Expect a slow first month. Your EA is still learning your voice, your contacts, and your rules. Our guide to onboarding an outsourced executive assistant shows what a strong first month looks like.

What Mistakes Should You Avoid?

Counting activity instead of results. “Sent 300 emails” says nothing. “Every investor got a reply within a day” says a lot.

Changing targets every month. Pick your KPIs and hold them for at least a quarter.

Skipping the baseline. Without a starting point, progress is hard to prove.

Using KPIs as a stick. A low number is a signal to talk. Ask what is in the way. Often it is a missing login, a vague rule, or a task you never fully handed over. Our guide on how to manage a remote executive assistant covers how to run those talks.

How Do KPIs Help You Hire Better Next Time?

Your scorecard also shows which traits matter most in your role. If response time drives your best weeks, hire for speed and judgment. If rework drags you down, test for detail. Our list of traits that turn a good EA into a great one helps you match traits to KPIs.

New to the role itself? Start with what a virtual executive assistant is and why your business needs one. Then come back and build your scorecard.

Key Takeaways

  • Measure outcomes, such as hours won back and VIP response time, over activity counts.

  • Log one normal week before your EA starts, so you have a baseline.

  • Use the 3-7-1 scorecard: three weekly KPIs, seven monthly KPIs, one honest score.

  • Expect a slow first month and clear gains by day 90.

  • Treat a low number as a reason to talk, then fix the rule or access behind it.

FAQ

How often should I review my executive assistant’s performance?
Check three KPIs each week in a 15-minute review. Review all seven each month in a 30-minute meeting.

How many hours should an executive assistant save me?
Aim for 8 to 15 hours a week by day 90. Your number depends on how much you hand over.

What if the numbers are low?
Talk first. Most low scores come from unclear rules or missing access, and both are quick to fix.

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