A high-impact executive assistant partnership: Lessons from Kat Perunova, Manager, Executive Administration at Wrapbook

Kat Perunova has honed her skills as an executive assistant for over 15 years, becoming a standout leader in her field. Now serving as Manager, Executive Administration at Wrapbook, a tech startup that’s transforming entertainment payroll, Kat has supported executives across industries, from financial institutions to fast-paced environments. Her wealth of experience makes her a powerful voice on what it takes to excel in this critical role.

In this blog, we share Kat’s valuable insights about transferable skills, building trust with executives, hiring and motivating a great EA, and fostering better communication between executives and their assistants. These lessons offer actionable advice for startup executives looking to maximize the impact of their EAs.

Table of contents

1. Great executive assistants have transferable skills
2. Trust: The cornerstone of the executive-EA relationship
3. Hiring and motivating great executive assistants
4. What to look for when hiring an executive assistant
5. Why communication is critical to maximizing an EA’s impact
6. Remote work: Intentionality unlocks executive assistant success
7. Get support and results with Viva Executive Assistants
8. Bonus advice for executive assistants: Mastering the art of saying no

Great executive assistants have transferable skills

One of Kat’s key lessons is that the core executive assistant skills transcend industry boundaries. While technical knowledge can be learned, executive assistant skills like communication, adaptability, and problem-solving are what truly set great EAs apart in any sector.

Kat’s experience shows that whether working at a financial institution or a tech startup, anticipating needs, resolving roadblocks, and building strong working relationships remain universally effective skills.

Key takeaways for executives:

• Prioritize candidates with strong soft skills like adaptability, clear communication, and initiative over specific industry experience.
• Invest in EAs who are proactive thinkers and can grow alongside your business.

Trust: The cornerstone of the executive-EA relationship

At Viva Executive Assistants, trust is foundational to a successful executive-assistant partnership, and Kat agrees. She shares that trust allows EAs to take ownership of tasks and make informed decisions. Delegation can falter and EAs may hesitate to act independently when trust isn’t present.

Building trust and delegation, as Kat emphasizes, is an intentional process that grows over time. It begins with clear expectations and open communication, which create a strong foundation for collaboration.

Key takeaways for executives:

• Foster trust by consistently communicating expectations and providing constructive feedback.
• Delegate meaningful tasks that empower your EA to take ownership of their responsibilities.

Hiring and motivating great executive assistants

When hiring an executive assistant, look for individuals who are proactive problem-solvers and critical thinkers. These traits distinguish assistants who simply complete tasks from those who proactively anticipate needs and help drive results.

Motivating EAs is equally crucial. Kat emphasizes the importance of creating an environment where assistants feel valued and recognized for their contributions. Simple gestures, such as acknowledging a job well done or offering opportunities for growth, can make a significant difference.

Key takeaways for executives hiring an executive assistant:

• Provide regular feedback and recognition to reinforce your EA’s value and encourage their growth.
• Offer opportunities for skill development or exposure to strategic projects to keep your EA engaged and motivated.
• Cultivate a supportive environment where your EA feels confident to contribute new ideas and take initiative.

What to look for when hiring an executive assistant

When hiring an executive assistant (EA), the right combination of EA skills, attitude, and mindset is critical for a successful partnership. Here’s what executives should prioritize:

1. Proactivity and organizational skills
   A great EA is highly proactive, staying several steps ahead of their executive. Look for candidates who can share specific examples of how they’ve solved problems, managed competing priorities, or streamlined processes in past roles.
2. Adaptability and a generalist mindset
   The role of an EA is often varied, requiring them to juggle different tasks. Candidates who embrace this diversity and thrive in a fast-paced, evolving environment are ideal. Avoid hiring someone overly focused on rigid roles or tasks—they need to think on their feet.
3. A positive but realistic attitude
   While a good attitude is essential, it’s equally important to find someone who understands their limits. EAs who approach their work with enthusiasm but know how to set realistic expectations will deliver better results and avoid burnout.
4. Trustworthiness
   The EA-executive relationship relies heavily on trust. Executives should feel confident sharing sensitive information and delegating key responsibilities to their EA. Trust isn’t just built over time; it should be a baseline from the beginning. If trust feels difficult to establish during interviews, that partnership may not work.
5. Boundaries and the ability to say no
   A great EA knows when to push back. This doesn’t mean being inflexible, but rather understanding their bandwidth and communicating effectively when they can’t take on more tasks. Look for candidates who can articulate how they set boundaries while still being supportive.

Red flags to avoid: Lack of trust during the interview, a purely reactive mindset, or an unwillingness to adapt to a generalist role.

Why communication is critical to maximizing an EA’s impact

Kat emphasizes that regular, focused communication between executives and their EAs is essential to success. Scheduling intentional syncs creates clarity, ensures alignment, and enables the assistant to take action on priorities effectively.

Kat strongly advocates for daily, structured meetings —lasting 30 to 45 minutes—can go a long way in maintaining alignment and addressing any roadblocks. Using collaborative tools to organize tasks and updates can also improve clarity for both parties.

Key takeaways for executives:

• Dedicate time for intentional communication with your EA, such as daily syncs lasting 30–45 minutes.
• Use collaborative tools like Notion or Slack to centralize updates and ensure both parties stay aligned. Kat strongly encourages executives to have a joint to-do list with their EA. 
• Prioritize clear, actionable feedback to help your EA excel in their role.

Here is a guide to create 5 SMART goals for your executive assistant.

Remote work: Intentionality unlocks executive assistant success

While human interaction is valuable, it can also create limitations when confined to physical proximity. Remote work, as Kat Perunova emphasizes, creates opportunities for a healthier work-life balance while maintaining high productivity. The key is recognizing that remote collaboration isn’t harder—it’s simply different.

Success with remote executive assistants comes down to intentionality. Structuring time, sharing information clearly, and fostering open communication are essential to making remote partnerships thrive. For example, implementing shared to-do lists, scheduled regular syncs, and collaborative tools ensures alignment and prevents communication gaps. These strategies allow remote EAs and executives to focus on priorities without the distractions that can arise in an in-person setting.

Kat shares that even in companies with fully remote setups, like hers at Wrapbook, remote support continues to excel. Being deliberate about how teams work together makes the difference, whether fully remote or managing dynamics across different locations. By embracing the flexibility and opportunities of remote work, executives and their assistants can achieve results that rival—and often surpass—traditional, in-person collaboration.

Get support and results with Viva Executive Assistants

At Viva Executive Assistants, we specialize in providing startup executives with tailored support designed to reduce cognitive load and digital debt. We exclusively serve VC-backed companies, which means we deeply understand the unique challenges and fast-paced nature of startups.

Our EAs are more than just administrative assistants—they’re strategic partners who are sharp thinkers, autonomous decision-makers, and proactive problem-solvers. With a globally distributed team and time zone flexibility, we ensure seamless collaboration, even for the busiest executives.

Many of our clients have switched from competitors to Viva because of the unmatched quality of our EAs. They’ve shared how our assistants have helped them save time, improve efficiency, and focus on high-impact tasks.

In a startup world where admin work and digital debt can quickly overwhelm executives, Viva provides the strategic support needed to thrive. Ready to experience the difference? Book a call today to find your perfect EA.

Bonus advice for executive assistants: Mastering the art of saying no

Kat has some extra advice that’s especially directed to her fellow EAs. This will help them perform better while acknowledging their bandwidth and gaining trust from their executive as a result.

Executive assistants often share a common personality trait—they want to say “yes” to everything. However, overcommitting can dilute the quality of their work and hinder trust-building. Kat has some bonus advice for EAs who want to master the art of saying no while strengthening their professional relationships:

1. Acknowledge bandwidth limitations:
   Saying yes to everything can lead to missed deadlines or subpar work. Instead, be transparent about your capacity. For example, if a task can’t be completed immediately, communicate a realistic timeline: “I can’t do this today, but I can prioritize it tomorrow.” This approach ensures tasks are managed effectively while setting clear expectations.
2. Structure your workflow intentionally:
   Remote EAs often work independently, so being strategic with time and communication is key. Schedule syncs to address pressing issues and use shared tools, like to-do lists, to track priorities. This prevents constant interruptions and ensures a balance between availability and productivity.
3. Understand trust grows through consistency:
   Saying no may feel risky early in an EA-executive partnership. However, it’s better to set boundaries upfront. EAs build a reputation for reliability by consistently delivering on commitments and communicating limitations. Trust grows when tasks are completed well, even if fewer are taken on at once.
4. Reframe “no” as a collaborative solution:
   Saying no doesn’t have to mean outright refusal. For example, suggest alternatives if a task exceeds your bandwidth: “I can tackle this later, or perhaps someone else can take it on sooner.” Offering solutions ensures the work gets done while reinforcing your reliability.

EAs who set boundaries early and communicate clearly earn greater respect and trust over time. By focusing on what matters most and delivering high-quality work, they elevate their role from task executors to strategic partners.

Kat Perunova collaborated with Viva Executive Assistants for this blog, sharing her insights and expertise, but she is not affiliated with Viva.