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How it Works

Get back to what matters – and fast.

Get back to what matters – and fast.

Our simple, painless process matches you with an executive assistant that will help you achieve the goals you’ve set for your business and have more time outside of work to do what you love. ​

Our Process
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Frequently Asked Questions

Yes! If you have a busy life and want help taking some of your time back, then you’re in the right place. Our clients include CEOs and founders, co-founders and partners, advisors and consultants, public speakers, directors and team leaders, and entrepreneurs.
Our fabulous Sapphires are unique, brilliant professionals. They each have their areas of expertise but share one common attribute – a desire to see you and your company thrive and a commitment to dedicating their talents to achieve that end. Meet the Team!
We offer a variety of services that all share one goal: to help you achieve the vision you have set for yourself and your company. Whether you need executive assistance, marketing, strategy, or finance support, we’ve got you covered. Find a service.
We’re available anytime, anywhere. Our Sapphires operate in multiple time zones so that we can to support you wherever you are. Let our global presence work in your favor.
Of course! Our team is available on-demand and as needed. Our goal is to help you be your most productive self and your company as profitable as possible. That means there’s no financial commitment beyond what you consider beneficial for you and your company and no wasted funds on downtime.
  • Schedule a free consultation. We’ll identify your needs and spend time understanding the goals you have for your business. From there, we’ll determine which of our services will help you achieve your dreams.

If you’re intimidated by the idea of bringing another person into your space, you’re not alone. Whether you’re a seasoned executive who’s done this before or just starting on this path, efficiently getting an EA up to speed and involved in your business without burning too many paid hours can be tricky but here are some things that can help:

  • If you have blogs, articles, and resources that have helped you along the way, definitely pass these onto your EA to read/review. This can bring internal knowledge for faster learning curves.
  • If you’re doing some important client work or aspect of business that you’re not sure if or how to delegate, record a Loom video (or other screen recorder) for your EA while you’re doing the work and talk them through your process. They’ll watch it and let you know if it’s something that they can comfortably take on and streamline for you.
  • Sign up for an Otter account (or other voice recorder) and when you think about things that are important to your business, record a quick audio message. Give your EA access to your account, and we’ll be able to review the recorded messages. Sometimes this can be easier than text, Slack, or WhatsApp.
  • Clear accountability for you, your EA, your team, and your business will avoid many headaches, and using the right tools can save time, money, and a whole lot of trouble. We recommend looking into the following:
    • A good task management system is critical and we highly recommend this. We love ClickUp at Sapphire and we encourage our leaders to use it, however, we also have other tools that are equally as awesome and may be better for you. Talk about this with your EA during your work sessions and 1:1’s. Once we have a solid grasp on some of the problems that we’re solving, we’ll be able to make a recommendation based on our best leader workflows.
    • For passwords, we favor 1Password and LastPass but there are others that are quite good as well. Having a reliable password manager is critical for good security and accessing tools without stress and complicated password resets.
    • For calendar management and email delegation, it’ll be best for your EA to have a dedicated company email. This way, everything is shared in your company space and access to tools and company platforms is streamlined right out of the gate.
  • Should I start handing my EA small projects that have a clear start and end or should I have them start taking over regularly occurring, on-going tasks, things I don’t like, and things that just take too much of my time?
    • Believe it or not, this one is really preference based as our leaders all have a different set of headaches that they’re anxious to offload. We usually would recommend starting with the things that will have the greatest revenue impact…whether those are projects or regular aspects that pull on your bandwidth and ability to run stronger numbers. Once that feels good, start paying attention to ‘Death by a Thousand Cuts’… what aspects are you spending 2-5 minutes on at any given time? These are usually excellent things to consider delegating. Your EA can help you prioritize and streamline as well with their advanced business skills.
  • Communication, communication, communication… if you’re not chatting with your EA for 5-15 minutes at least 3 times a week, please make that happen. It doesn’t have to be formal, it doesn’t have to be zoom… it can be a quick phone call to just chat about things that are top of mind or even a Slack chat/huddle. During the first month, we really prefer our EA’s to have daily contact with their leaders but if that’s too much, 3 times a week is our recommended minimum. Once you have a good flow and have made it through the bulk of the learning curve, talking once or twice a week is perfectly okay.
  • Not providing adequate feedback… to do exemplary work, your EA needs to know what you’re thinking. Sharing feedback, whether it’s positive, negative, or neutral will strengthen your relationship and knock significant time off the learning curve. To be an extension of your mind, we need to know all of those things that are happening in it.
  • Evaluating whether things are headed in the right direction can be a ‘gut feeling’ but we prefer something more concrete. We love goal planning so at the start of your EA relationship, we’ll create our baseline for priorities and goals. This will serve as our lighthouse and keep us on track. We do quarterly reviews on accounts to measure KPI’s and goal achievement on the baseline. Then, we adjust that baseline as we go or at the beginning of each new quarter to keep things moving forward.
"Kim (Caulfield) has been a beneficial addition to the team. She has been helping us research software and has provided detailed insights. She is doing a great job helping us prepare for the next steps. I really love that she took part in the voting process for our brand images and in the book club. It allowed the team to connect with her."
Aalya Asani
UltraRev
"Jonathan is super sweet, and I love his willingness to just jump in and help with anything. It honestly has lightened my mental load already, just knowing that he's going to help. I've already got him getting started on some stuff. Love that he's super available too. I'm looking forward to working with him!"
Cara Mcdonald
Cara McDonald
Content Matterz
"We are pleased to report that Bettina's project presented really well - visually appealing, organized, thoughtful, creative, and good content. We are very impressed and want to have her join the team!"
Brianna Segerson
Brianna Segerson
Proton Enterprises
Eryn Anitavi

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