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When the Schedule’s Out of Control |
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Because Carrying the Weight of the Calendar Wasn’t in Your Job Description
1. Your Executive’s Stress? Not Your Failure.
When your Exec’s running on fumes, showing up late to their third back-to-back Zoom, and still hasn’t eaten lunch, it’s easy to internalise the chaos. But let’s make one thing clear: you didn’t create the system – you’re navigating it. The guilt hits because you care. You’re invested. That’s part of what makes you great. But don’t confuse caring with being responsible for everything. Your job isn’t to magically fix a broken culture. Your job is to support – and that’s exactly what you’re doing.
2. Guilt Doesn’t Mean You’re Not Good at This
Here’s the trap: You know how the calendar should run. You see the red flags. You try to build in buffer time or suggest smarter workflows – and then poof, it all gets ignored. When that happens, guilt creeps in: “Am I not doing enough?” Let’s reframe. Guilt is often just unacknowledged insight. You’re seeing what’s wrong, and that’s actually a strength. Recognise that insight, then turn it into action (small wins only – this isn’t about a full-scale revolution).
3. You Can’t Be the Boundary and the Blame Sponge
Repeat after us: “I am not the calendar cop.” If your Executive keeps saying yes to every meeting, leaves their door open for constant interruptions, and refuses to protect their own time, that’s not on you. You can flag the issues, suggest smarter ways of working, and build structure. But if they don’t stick to it? That’s a them problem. Your role isn’t to absorb the fallout. It’s to keep gently nudging things in a better direction.
4. Guilt Doesn’t Belong in Your Check-In
Ever find yourself apologising for something completely out of your control? “Sorry that meeting ran over,” “Sorry there wasn’t time for lunch,” “Sorry everything’s on fire!” Here’s a radical idea: cut the sorry. Try this instead:
✅ “Let’s look at Thursday – we’ve got three strategic sessions with zero downtime. Want me to move one?”
✅ “We had five reschedules last week. Want me to hold firmer lines going forward?”
5. Give Yourself the Same Grace You Give Everyone Else
You’re the calm in the storm. The one who anticipates, adjusts, rebooks, reschedules, and still sends the prep docs on time. But when the schedule’s a mess, don’t forget to extend a little grace to yourself, too. It’s okay to feel frustrated. It’s okay to want more control. And it’s absolutely okay to set boundaries around your own time and energy. You can’t support anyone if you’re running on empty. You matter too.
Let’s normalise talking about the guilt in this role – and remind each other that recognising the overload doesn’t mean you’re not doing enough. It means you are. You're showing up, paying attention, and trying to make things better. And that’s important.
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You know what a good schedule should look like – space to think, time to get work done, and meaningful priorities – but every time you try to help, the changes get swept aside. You add buffer time, and it gets filled. You ask for agendas, and people ignore the request. Your Executive keeps an open door and says yes to everything because they don’t feel they can say no.
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As an Assistant, one of your primary responsibilities is to help your Executive manage their time strategically. This is a crucial part of the role and can be quite time-consuming. However, when done effectively, it adds incredible value. You can ensure that your Executive stays on task, attends the right meetings, and focuses on the most important activities.
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Assistant Tech & Tools Masterclass
22nd August, 10:00AM ET | 3:00PM BST
In this masterclass, you’ll gain the knowledge, tools, and confidence to leverage the latest technology and AI solutions in your role. Our interactive training will empower you to harness the power of AI and other tools specifically for EAs.
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Clockwise
Clockwise is a smart calendar assistant that helps create more focus time by automatically moving flexible meetings and syncing preferences across your team. What makes it especially useful for Executive Assistants is its ability to protect heads-down time without you having to micro-manage every slot. You can set meeting hours, add buffer time between calls, and even coordinate schedules across multiple calendars. It’s a quiet, behind-the-scenes way to reclaim some breathing room, without needing a complete calendar overhaul.
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When the calendar’s overwhelming, it’s easy to feel like it’s all out of your hands. But even tiny shifts (buffer time, smarter labels, one moved meeting) can build momentum. This week is about recognising what’s yours to own, and letting go of what’s not. Here’s how to get started:
Pick One Area You Can Influence.
This could be:
- A daily check-in, you keep trying to protect
- A recurring meeting that always runs over
- One 15-minute buffer block you want to test out
- A slot you rename to make it less bookable
Don’t overthink it, look for something small and doable.
Let Go of What’s Outside Your Control
Write down (yes, actually write it) the things you’re currently stressed about in the schedule that you have zero control over. Then draw a line through them. The meeting overload? The Exec who won’t say no? The calendar culture of your company? That’s not yours to carry.
Make One Change
Test something this week that supports your Executive’s time, and yours. Maybe you:
- Rename a block of time to discourage booking
- Decline a meeting that doesn’t serve a clear purpose
- Add a quick end-of-day anchor meeting
- Protect one “no meeting” slot
Keep it low-stakes, but intentional. This is a mindset shift as much as a tactical one:
- You’re not expected to fix everything
- You are allowed to influence how time is used
- And you can do that without guilt, stress, or waiting for permission
Share your wins in the EA Campus Community so we can celebrate them with you and inspire others to do the same.
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August 22nd, 2025 @ 10.00am ET | 3:00pm GMT
Assistants Tech & Tools Masterclass
In this masterclass, you’ll gain the knowledge, tools, and confidence to leverage the latest technology and AI solutions in your role. Our comprehensive, interactive training will empower you to harness the power of AI, including ChatGPT, to support your daily tasks with speed and precision. Book now>>>
September 5th, 2025 @ 10.00am ET | 3:00pm GMT
EA Communication Masterclass
In this masterclass, you will explore the intricacies of effective collaboration, strategic thinking, and proactive support, all designed specifically for the unique challenges of Executive Assistant roles. Book now>>>
September 16th, 2025 @ 10.00am ET | 3:00pm GMT
Collaborative Assistant Masterclass
In this masterclass, you will explore the intricacies of effective collaboration, strategic thinking, and proactive support, all designed specifically for the unique challenges of Executive Assistant roles. Book now>>>
September 18th, 2025 @ 11.00am ET | 4:00pm GMT
Free Webinar: Landing Your Message
This webinar will provide practical strategies to help you communicate effectively across all levels of your organization - whether you’re collaborating with colleagues, engaging with clients, or briefing busy executives. Book now>>>
September 26th, 2025 @ Live over 24 hours
Lead Virtual Summit
This Summit will empower Assistants with the skills to become influential leaders and strategic partners. Learn how to lead projects, manage up, influence decision-making, and work more strategically with your Executive. Book now>>>
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We’d love to hear from you!
Share your feedback and tell us more about your work, goals, and how we can support your career growth. Take a quick survey and help us shape the future of The EA Campus.
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