The Art of Delegation: Why Executives Need Assistants to Thrive
In the fast-paced corporate world, time is perhaps the most valuable currency for executives. The ability to delegate effectively—particularly to a skilled Executive Assistant—can be the difference between merely surviving and genuinely thriving in leadership. As we explore this critical professional relationship, we’ll examine how proper delegation transforms both productivity and wellbeing for busy executives across Australia’s diverse business landscapes.
The Delegation Dilemma
Many executives fall into what management consultant Michael Hyatt calls “the delegation paradox”—the belief that doing everything oneself ensures quality control. Yet this mindset creates a bottleneck that stifles organisational growth and personal effectiveness.
Janine Allis, founder of Boost Juice, recalls the early days of her business in Melbourne where she established her first store. “I was working 80-hour weeks, handling everything from product development to staff rosters,” she shares. “It wasn’t until I hired my first assistant that I realised how much time I was wasting on tasks that weren’t growing the business.” This pivotal decision allowed her to focus on expansion, ultimately building Boost into an international brand with over 500 stores worldwide.
Janine Allis
Roz White, co-owner of White’s IGA grocery stores on the Sunshine Coast and former chair of the Sunshine Coast Business Council, echoes this sentiment. “When we expanded to multiple locations across the Coast, I found myself drowning in operational details,” White explains. “My executive assistant became crucial to maintaining our community-focused approach while allowing me to step back and think strategically about our growth. She became my link to both our team and our customers when I couldn’t be everywhere at once.”
From Overwhelmed to Optimised
Consider the case of Mike Cannon-Brookes, co-founder of Atlassian. In the company’s Sydney headquarters, he was notorious for his chaotic schedule and reactive working style. His executive assistant transformed his effectiveness by implementing structured systems.
“Before having proper support, I was constantly in reactive mode,” Cannon-Brookes has admitted. “My assistant didn’t just manage my diary—she created a framework that ensured I was spending time on what mattered most. She became the gatekeeper who protected my mental bandwidth.”
Today, Atlassian is valued at billions, and Cannon-Brookes credits much of his ability to scale with the company to learning proper delegation. The transformation didn’t happen overnight—it required clear communication about priorities, trust-building, and establishing effective feedback loops.
Beyond Administration: Strategic Partnership
The most successful executive-assistant relationships evolve beyond basic task management. Naomi Simson, founder of RedBalloon based in Sydney, speaks openly about how her relationship with her EA evolved.
“In the beginning, I saw my assistant’s role as purely administrative—managing emails and scheduling meetings,” Simson reveals. “But as we worked together, I realised she had brilliant insights into our customer experience that I was missing. She began joining strategy sessions and eventually took on more strategic responsibilities. What began as delegation became a genuine business partnership.”
This strategic partnership model yields substantial benefits:
- Institutional knowledge: Experienced EAs develop invaluable understanding of company culture, history, and relationships that inform better decision-making.
- Complementary skills: A strong EA often possesses capabilities that balance an executive’s weaknesses.
- Reality check: The best assistants provide honest feedback when needed, serving as a trusted sounding board.
The Delegation Toolkit
Ruslan Kogan, founder of Kogan.com based in Melbourne, implemented a systematic approach to delegation that helped his online retail business disrupt the Australian market:
“I created what I call the ‘70% rule’—if someone can do a task 70% as well as I can, I delegate it immediately,” Kogan explains. “My EA started with managing communications, but quickly proved she could handle investor relations, some marketing approval, and even early drafts of company announcements. This freed me to focus on innovation and strategy.”
Effective delegation to an Executive Assistant follows several principles:
- Clear expectations: Define roles, responsibilities, and decision-making authority explicitly.
- Communication rhythms: Establish regular check-ins and feedback mechanisms.
- Progressive responsibility: Gradually increase the scope and complexity of delegated tasks as trust builds.
- Technology enablement: Implement shared systems and tools that facilitate collaboration.
Measuring Success
How do you know if your delegation relationship is working? The metrics extend beyond mere task completion.
Mia Freedman, co-founder of Mamamia Women’s Network in Sydney, shares her experience: “When I first started working with my EA, I measured success by how many emails she answered or meetings she scheduled. That was missing the point entirely. The real measure became: Was I focusing on the work only I could do? Was I less stressed? Was I more present with my family? Those were the true indicators that delegation was working.”
The Path Forward
For executives considering enhancing their delegation practices, mining magnate and Perth-based philanthropist Andrew Forrest offers this advice: “The biggest mistake I made early in my career was thinking delegation meant giving away tasks I didn’t want to do. True delegation means thoughtfully distributing responsibility to grow your team and your business. My EA doesn’t just manage my time—she helps shape how Fortescue operates by extending our values throughout the organisation.”
Start with small steps:
- Audit your calendar for a week, identifying tasks that could be delegated.
- Have an honest conversation with your assistant about their career aspirations and skills.
- Commit to delegation as a development opportunity—both for your assistant and yourself.
By mastering the art of delegation, executives don’t just save time—they multiply their impact, develop their teams, and ultimately create more sustainable success for themselves and their organisations. From Sydney to Melbourne to Brisbane to the Sunshine Coast to Perth, the executive-assistant relationship can be transformative when approached as a strategic partnership rather than merely a convenience.
