Eye on the Plate: Recognizing and Seizing Opportunities In Your Executive’s Inbox

If you think being an Executive Assistant is all about calendar invites and menial tasks, sit down—this is going to hurt. A great EA doesn’t just manage tasks, they run the show behind the scenes, often without anyone even noticing. When you’ve got access to your executive’s email, you’re not just reading a bunch of replies—you’re sitting on a goldmine of neglected projects that, with a bit of initiative, could launch you into "irreplaceable" status.

The Real Cost of Letting Things Languish

Languishing projects are everywhere, especially in the inboxes of busy CEOs and executive teams. It’s no surprise that McKinsey found in a 2022 study that executives spend nearly 30% of their time on tasks that add little value to their strategic objectives. Worse yet, another study revealed that 41% of important projects stall in middle management, leaving CEOs with piles of unfinished work that no one seems to push forward.

This inertia doesn’t just cost time—it costs companies money. A 2023 survey by the Harvard Business Review estimated that unresolved executive tasks and projects contribute to over $500 billion in lost productivity worldwide each year. These are projects that could be moved forward with just a bit of additional attention—a nudge, a final decision, or better coordination between stakeholders.

The Inbox: Your Treasure Map

You’ve got access to every step of every stalled project, decision, and half-finished thought cluttering your executive’s inbox. Here’s what that means:

• You see where the project started.
• You know who’s involved.
• You know where things have stalled and who’s dragging their feet.

That’s more than enough to push things forward—or finish them entirely—without waiting for permission. Yet most EAs hesitate. Maybe it’s fear of overstepping or thinking, “That’s not my job.” Guess what? That hesitation is costing you—and your company.

Why You’re the Secret Weapon

Most EAs aren’t lacking in intelligence or drive; they’re lacking in confidence. Maybe your exec has unintentionally convinced you that they don’t think you’re capable of handling these loose ends. Or worse, maybe you’ve convinced yourself. Meanwhile, those emails pile up, and so do the lost opportunities.

Listen, if you’re waiting for your boss to personally hand you those stalled projects, you're going to be waiting a long time. It’s up to you to recognize the gaps and act.

Seize the Opportunity—Stop Waiting for Permission

So, what should you do next time you spot a project rotting away in the inbox? Here’s how to grab the reins:

• Watch for Dead Air: If you see a thread that’s been dormant for a week, that’s your sign to step in. The project isn’t dead; it’s just not your executive’s priority. Make it yours.
• Finish the 90% Done Jobs: Look for tasks that are nearly finished but need a final push—maybe it’s waiting on a decision or an approval. Be the person who brings it across the finish line.
• Ask with Confidence: Don’t ask, “Should I do this?” Instead, say, “I see this project has stalled, and I’m ready to handle it by doing X, Y, and Z. Can I take this off your plate?” You’re not seeking permission; you’re offering a solution.
• Leverage Your Knowledge: Don’t forget, you see more than most department heads. You have insight across the entire company. That’s an asset, and you need to leverage it.
• Start Small, Then Scale Up: If you’re hesitant about diving in on a big project, test the waters with smaller ones. Prove yourself, then build from there.
• Believe in Yourself: More often than not, it’s your lack of belief holding you back. Your exec didn’t ask you to step in because they’re too overwhelmed to even realize you could. Show them you’re more than capable.
• Don't F*ck It Up: If you're gonna eat off the plate, do not leave a single crumb. Don't be fooled here. This is a test. So ace it. Call in reinforcements where necessary. Ensure that the result you present is indeed complete, bulletproof, and as good (preferably better) than what your executive produces.

The Bold EA Wins Every Time

Top-tier EAs don’t just manage their exec’s time—they manage their progress. The ROI on taking initiative is insane. Not only will you free your executive up to focus on bigger things, but you'll also carve out your own niche as an invaluable partner in their success.

So next time you see something sitting idle in the inbox, don’t let it sit there. Grab it, own it, CRUSH IT, and prove why you're the most valuable person on their team.