10 Best Executive Assistant Email Templates You Can Use Every Day [2024]

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Updated: November 1st, 2022

10 Best Executive Assistant Email Templates You Can Use Every Day [2024]

EA's play a critical role within any company or establishment. They're responsible for everything from managing calendars to taking notes during meetings, sending emails, to communicating with other departments

Executive assistants send various emails throughout the day, and drafting these up manually can become tedious and time-consuming.

In this article, we've built and curated 10 free email templates you can use daily.

What To Include In Your Executive Assistant Email

When it comes down to crafting your email, there are a few key elements to include:

Have a compelling subject line.
Always use a proper business salutation
Have a strong attention grabber.
Keep your message short and concise.
Be consistent with your font.
Write a simple closing.
Schedule your emails.
Do a final spelling and grammar check.

Scheduling Calls For Your Boss

title=Schedule a Call Hello [Assistant name],

My name is [Your name here] and I am the executive assistant of [Your Boss’s Name here] from [Company name here]. I am reaching out to set up a 30-minute phone call to discuss [Subject matter here] with [Call recipient name here].

I’ve included a few date and time options that work for [Executive name]:

[Date and time here] Format should read like: Monday, 8/2 at 9 am PT.
[Date and time option 2 here]
[Date and time option 3 here]

Please let me know if any of these options work for [Call recipient name]. If not, we’re happy to free up some time in [Executive name]’s calendar elsewhere. Once you confirm a date and time, I’ll send a calendar invite over.

Thank you,

[Your name]

Source

Confirm A Meeting For An Executive

title=Meeting Confirmation Good afternoon [Participant name],

I am reaching out to confirm your meeting with [Executive name] on [Date here] at [time here]. [Executive Name] plans to meet you at [Location Name].

Please let me know if this date, time, and location still work for you. If not, I’m happy to reschedule for a better time.

Kind regards,

[Your Name]

Source

Send A Positive Department Update

title=Department Update Hello [Department name],

What a busy [Time period here] it has been for us at [Organization name]. I appreciate all the hard work this team has been putting in, particularly on [Event/ Product/ Sales goal, etc.]. I know it hasn’t been easy, and we’ve been asking a lot of you, but we are close to the finish line and your focus and determination are paying off.

To close out the [time period here], I wanted to let you know we have successfully [Exciting update here] and we’re thrilled with the dedication you’ve shown to [Organization name] throughout this demanding time period.

Please enjoy [Reward here] and know that all of us at [Organization name] is looking forward to seeing what else this department accomplishes.

Cheers!

[Executive name here]

Source

Email For Scheduling A Meeting Date On Behalf Of A Company

title=Meeting Request On Behalf Hello [Name],

I am reaching out on behalf of [insert name] to schedule a [phone call/video meeting /conference call] to discuss [topic of meeting]. I have listed [Mr./Ms. insert name]'s meeting availability below in [time zone].

Mon. March 2nd at 2:00 PM – 60 min.
Mon. March 2nd at 3:30 PM – 60 min.
Thurs. March 5th at 9:00 AM – 60 min.

Please let me know if any of these dates work and if any additional attendees should receive an invitation.

Thank you,

[Name]

Source

Email For Meeting Confirmation

title=Confirmed Meeting Hi [Name],

Confirming [date, time, and time zone] with [Executive Name]. I will be sending a calendar invitation shortly.

Should you need to reschedule for any reason, I can be reached for additional meeting dates.

Thank you,

[Name]

Source

Email For Rescheduling Last Minute Meeting

title=Rescheduling [Title of Meeting] Hello [Meeting Recipient Name],

Unfortunately, I cannot attend the meeting today. Do you mind sending your next availability to meet? I will send a new calendar invitation with a date that aligns with your schedule.

Apologies for the last-minute cancellation and inconvenience.

Sincerely,

[Name]

Source

Cancelling Meeting With No Intention To Reschedule

title=Cancelling [Meeting Title] Greetings,

The [name of meeting] on [date] has been canceled. We have reviewed all presentations received and will discuss them internally.

Best Regards,

[Your Name]

Source

“Help Me Find a Job!” Emails To Send To Your Network

title=Help For Find a Job! Hi friends and colleagues,

I hope all is well!

As many of you know, I have been in my current position as Executive Assistant for [Company Name] for almost 3 years. I have recently decided to look for a new challenge in the public relations field and am reaching out to you to ask for your help with any leads or contacts.

I am looking for a mid-level public relations position in [City Name], ideally in the tech or consumer products field. I am particularly interested in joining an agency, but would also consider interesting in-house work.

If you know of any job opportunities or leads that you might be able to share with me, please send them my way. Below, I have included a list of my past experience, my target positions, and my list of dream companies. I have also attached my resume for your reference, and feel free to pass it along.

Thanks in advance for your help! I hope you all are doing well and hope to catch up with you individually soon.

[Your Name]

Source

Email For Requesting A Meeting

title=Time for a Meeting Hello [insert name],

I would like to schedule [length of meeting] to meet regarding the Test Project to discuss the budget and timing of completion.

I have listed below my availability in [time zone].

Mon. March 2nd at 2:00 PM
Mon. March 2nd at 3:30 PM
Thurs. March 5th at 9:00 AM

Please let me know if any of these dates work, I will send a calendar invitation.

I look forward to hearing from you,

[Name]

Source

Thank You Email For Job Leads

title=Thank You! Hi everyone,

Thanks so much for the great leads and feedback you’ve sent so far. I just wanted to update you that I’m still searching for that perfect opportunity, so if you have any leads come your way, please pass them along. I hope all is well!

[Your Name]

Source

25 Executive Assistant Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for executive assistant

Are you prepared for our [Day Name] meeting?
Friday Meeting Agenda: [Agenda info]
Your editorial calendar needs some love
You wanna get something done right?
The boss is not happy. This meeting is mandatory.
Friday deadline for external speaker submissions
APPROVAL REQUIRED: [Plan info]
I’m buying you lunch on 4/25! What can I get you?
Request for time off on [Date and Time]
[First Name], quick question for you.
[Mutual connection] recommended I get in touch.
Ideas for [thing that's important to them].
Question about [recent trigger event].
Question about [a goal they have].
Thoughts about [title of a project].
Have you considered [thought / recommendation]?
Here's a Quick Way to [solve a problem]
The Quickest & Easiest Way To [desired result]
Give Me [short time period] and I'll Give You [desired result]
Frankly, I'm a little surprised
Survey Results (short info)
Big News! We're Launching Our New Product In [Num] Days
You're About to Miss Out
Thank You!
Still, doing it the old way?

Check out the entire list of meeting request subject lines here

Tips For Writing A Successful Email

A well-written email can be a powerful communication tool. If you want to get your point across and have it read, write an email that is clear, concise and compelling.

Here are 6 tips to help you write better emails:

1. Keep it short.

People are busy, and they aren't going to read anything more than a few paragraphs long in their inboxes. If you have something important to say, be concise.

2. Be friendly and personable. The best emails show that their sender cares about the recipient: address them by name, make jokes and be friendly, compliment them on something they've done recently—demonstrate that you know them well enough to give them a personal touch.

3. Use bullet points or numbered lists where appropriate.

If you're making a list of suggestions or talking about multiple things, it's much easier on the reader if you use bullet points or numbers rather than listing every point out separately in paragraphs.

(Obviously this doesn't apply if you're using an email for something else entirely—such as a newsletter or informational message.)

4. Proofread your message carefully before sending it out.

Even though you may think you're a pro at typing emails, there are still some mistakes that you could be making. It's important to avoid these errors so that your message is clear and correct.

If you skimmed over the email, there is a good chance that you missed an error in the very sentence that you just changed.

Pro tip: Read your entire message out loud before hitting send. You are more likely to catch mistakes this way!

5. Be sure to include the recipient's name in the email.

This seems like an obvious tip, but it's easy to forget that we're not sending mass emails to a group of people but individual messages to each person on the list.

Your best bet is to craft your message carefully, and make it personal by using the recipient's name. It shows that you're paying attention and it also makes the email feel more personable.

6. Be clear about what you want

Be specific and don't beat around the bush. Think about what you're asking for clearly before you write anything down.

In the first line of your email, state clearly what you want and how the recipient can help.

FAQ

Below we detail the most common questions as it relates to the executive assistant templates for email.

What Skills And Qualifications Should An Executive Assistant Have?

Ability to multitask and prioritize tasks.
Excellent time management skills.
Well-developed organizational skills.
Attention to detail.
Great verbal and written communication skills.
Professional discretion.

How Do I Sell Myself As A Executive Assistant?

Establish Your Niche.
Create A Website To Showcase Your Work.
Create Educational Content.
Upskilling is Key.
Make SEO Your Friend.
Advertise Yourself.
Build a Network of Virtual Assistants.
Reach Out To Freelancers In Your Field.

What Is Your Greatest Strength As An Executive Assistant?

High-performing Assistants May Have:-

Smart
Confident
Excellent Communicators
Strategic Thinkers

Conclusion

To become a better executive assistant, it's important to remember that your job description is always evolving and you must be able to adapt to the changes. You are invaluable to your boss and should never underestimate what you bring to the company. Having templates saves your time and helps your business look more professional. Hope this article can help you create executive assistant email templates.

meet the author

Pat Walls

I'm Pat Walls and I created Starter Story - a website dedicated to helping people start businesses. We interview entrepreneurs from around the world about how they started and grew their businesses.

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