What does it take to support a founder? Rana Jahangir, EA to the CEO at Miro

At Viva, we’ve made it our mission to find and share the stories of the best executive assistants in tech. In this series, we spotlight the behind-the-scenes people who make leadership possible at some of the fastest-growing companies.

This time, we had the pleasure of sitting down with Rana Jahangir, senior executive assistant to the CEO and co-founder at Miro. With two decades of experience, including roles at Uber and Danone, Rana brings a unique perspective on what it really means to be an executive assistant to the CEO: from protecting a founder’s time to becoming a trusted partner in decision-making.

Table of contents:

1. What does your role as executive assistant to the CEO at Miro involve?
2. What is the most challenging part of supporting a CEO?
3. How do you keep your executive from getting distracted?
4. What are the top tasks a CEO should delegate to their executive assistant?
5. What’s one thing executives don’t expect from an EA, but later can’t live without?
6. How do you handle high-stakes mistakes as an executive assistant?
7. What do executives gain from having a strong EA?
8. What’s one thing EAs can do that makes executives say, “Wow, I didn’t know you could do that”?
9. Why should tech companies hire executive assistants?

1. What does your role as executive assistant to the CEO at Miro involve?

I’ve been an executive assistant for about 20 years, and my path started in product management before I realized I preferred being behind the scenes. I worked at Danone, then Uber, and four years ago I joined Miro.

At Miro, I support the CEO and co-founder, and I also function as EA lead for our team. My role is about protecting the CEO’s time, making sure what reaches him is truly worth his attention, and helping him focus on what moves the company forward.

2. What is the most challenging part of supporting a CEO?

The hardest part of supporting a CEO is filtering requests. Everyone wants something from the CEO, and if I passed everything through, we’d double his workload. So I make sure requests are really aligned before they reach him.

For example, someone once Slacked me asking for a meeting with the CEO. I noticed there was already a similar meeting with the same people. I asked, “Are we not doubling up?” They came back and admitted, “Sorry, you’re right. We don’t need the meeting.” That’s a big part of my role: removing what’s unnecessary so his calendar stays impactful.

3. How do you keep your executive from getting distracted?

I try to make sure he doesn’t get pulled into things that don’t matter. I’ll ask people, “What’s the goal? Who is it aligned with? Can you share the agenda or information first?” That way, he’s not distracted by Slack messages or side requests, and when he’s in a meeting, he can focus fully.

4. What are the top tasks a CEO should delegate to their executive assistant?

Number one is the calendar. It’s our bible. Everything lives there: the logistics, the notes, the prep. I always say, “Don’t touch the calendar, that’s my thing.”

Second is travel and logistics. It’s not just about booking flights. It’s the whole setup: where he stays, who he eats breakfast with, and how each part of the trip connects.

Third is meeting prep and follow-up: agendas, materials, and making sure action items don’t get lost.

Fourth is inbox management: making sure the right people get the answers.

And fifth is cross-team coordination. As EAs, we act as the eyes and ears across the company, connecting dots so the executive doesn’t have to.

5. What’s one thing executives don’t expect from an EA, but later can’t live without?

I’d say it’s the ability to think like them. Over time, you learn how they make decisions, what matters, and what doesn’t, and you can start to act on their behalf.

The best way to learn how to think like them is to spend time together, not just in formal weeklies but in casual settings too. For example, after a meeting, we might chat for 30 minutes about how things went, or grab lunch together. Traveling is also a great way. That’s when you really learn how your executive thinks.

6. How do you handle high-stakes mistakes as an executive assistant?”

I think every EA has a travel horror story. For me, it was when I worked for a CFO who had to go to Brazil. He had an Australian passport, and I didn’t realize he needed a visa. He boarded the flight, and we only discovered midair that he wouldn’t be allowed to enter.

This was before Wi-Fi on planes, so I spent 10 hours on the phone with my travel agent trying everything: calling customs, seeing if we could make a deal, even exploring whether an emergency document could work. In the end, I had to call him as soon as he landed and tell him he needed to get on the first flight home. It was one of the hardest conversations of my career, but it taught me to always double-check every detail.

7. What do executives gain from having a strong EA?

By having an EA, executives get a lighter day, more focus, and more hours for what really matters. It’s not just about clearing tasks off their plate; it’s about creating space for the big-picture thinking only they can do.

A strong EA also becomes an extra pair of eyes and ears. We’re in meetings, conversations, and Slack channels that the executive can’t always monitor, and we can surface what’s important without adding noise. That perspective helps leaders avoid blind spots and stay connected to what’s happening across the company.

In the end, a strong EA doesn’t just make life easier; they multiply an executive’s capacity to lead effectively.

8. What’s one thing EAs can do that makes executives say, “Wow, I didn’t know you could do that”?

Executive assistants are so diverse that no one answer fits them all. Some of my colleagues are great at designing, and others really stand out for their event planning.

For me, one of the things I’m most praised for is my proactive, quick thinking. I try to anticipate needs before they’re even spoken out loud. For example, during an offsite with 50 people, I noticed my boss glancing toward the DJ. I could tell he wasn’t happy with the music, so before he even said a word, I was already at the booth asking for a change. It’s small moments like that where you prove you’re paying attention and two steps ahead.

In meetings, the same applies. I’ll hear someone casually mention the need for a follow-up session, and by the time the discussion wraps, I’ve already checked calendars and sent the invite. That way, momentum doesn’t get lost and people see decisions turning into actions immediately.

9. Why should tech companies hire executive assistants?

Because everything moves so fast. You always need a plan A, B, and C. Tech has great tools, and even AI, but judgment and prioritization still require humans. In this industry, an executive assistant isn’t a nice-to-have; it’s a multiplier.

Supporting a CEO is never just about scheduling. It’s about protecting time, multiplying impact, and staying two steps ahead. As Rana puts it, “A strong EA gives you more hours in a day.”

Your next strategic hire isn’t another VP, it’s an executive assistant to the CEO. Book a call today to get the support you need.

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Fadua Caicedo Díaz del Castillo

Fadua is a bilingual advertiser and holds a master’s degree in creative writing. With over ten years of experience, she has written countless advertising and social media campaigns, blogs, interviews, and everything in between. She writes about startups, the impact of executive assistants, and the stories behind their work. When she’s not writing, she is spending quality time with her husband and son, hiking, reading, or discovering new cafés.