Short answer
An executive assistant introduction email should say, in the first two lines, who your assistant is, what they will handle for you, and what the reader should now send to them instead of you. Add their contact details and working hours, keep it under about 150 words, and send separate versions to your team, your clients and your vendors.
Key takeaways
- Lead with the change for the reader: 'From today, please send scheduling requests to Maria.'
- Name what the assistant handles and what still comes to you, so nobody has to guess.
- Include email, phone or chat handle, and working hours with a timezone.
- Send different versions to your team, clients and vendors; each needs different detail.
- Copy the five templates below and edit the brackets.
The best executive assistant introduction email is short and tells the reader exactly what changes for them. Below are five copy-ready templates (team, clients, vendors, a quick chat version and one your assistant sends themselves), plus signature examples and the mistakes that make introductions get ignored.
Why Does The Executive Assistant Introduction Email Matter?
The introduction is the moment you hand over authority. If it's vague, people keep emailing you, and your new assistant spends their first month asking permission to do the job you hired them for. A clear introduction does three things:
- Redirects requests. People learn what to send to your assistant from now on.
- Gives your assistant standing. When you say "Maria handles my calendar," Maria can say yes to a meeting without checking with you.
- Sets expectations. Hours, channels and response times are stated once, not discovered through missed replies.
How To Write an Executive Assistant Introduction Email
- Subject line: make it obvious. "Introducing Maria, my executive assistant" works.
- First two lines: who they are and what the reader should now send to them.
- Scope: list what they will handle and, if it helps, what still comes to you.
- Contact and hours: email, phone or chat handle, and working hours with a timezone.
- Optional background: one line on their experience, if it builds confidence.
- Close: say you're copied for the first few weeks, then sign off.
Executive Assistant Introduction Email Templates
Template 1: To your team
Subject: Introducing [Name], my executive assistant
Hi team,
I'd like to introduce [Name], who joins today as my executive assistant. From now on, please send [scheduling requests, meeting prep, expense approvals] to [Name] instead of me.
[Name] will also [own the weekly team meeting agenda / manage my inbox and flag anything urgent]. Anything about [strategy, hiring decisions, budgets] still comes to me.
You can reach [Name] at [email] or on [Slack/Teams] at [@handle], [working hours and timezone].
Please give [Name] a warm welcome.
[Your name]
Template 2: To clients
Subject: Introducing [Name], who will help coordinate our work
Hi [Client name],
I'd like to introduce [Name], my executive assistant, copied here. [Name] will coordinate scheduling, send meeting materials and follow up on action items for our work together, so you'll hear from them more often.
For anything about [scope, pricing or the work itself], you can keep coming straight to me.
[Name] is available at [email] and [phone], [working hours and timezone].
Best,
[Your name]
Template 3: To vendors and service providers
Subject: [Name] is my new point of contact for [account/service]
Hi [Vendor name],
Please add [Name], copied here, as an authorized contact on our account. [Name] can [book appointments, approve invoices up to $X, update account details] on my behalf.
Their contact details are [email] and [phone], [working hours and timezone].
Thanks,
[Your name]
Template 4: Quick Slack or Teams version
Everyone, meet [Name], my new executive assistant. 👋 From today, send [scheduling, travel, expense questions] to [@handle] instead of me. [Name] works [hours and timezone].
Template 5: Self-introduction from your assistant
Subject: Introduction: [Name], executive assistant to [Your name]
Hi [Recipient],
I'm [Name], [Your name]'s executive assistant. I'll be handling [scheduling, follow-ups and travel] for [Your name] from now on, so please feel free to send those requests to me directly.
I'm available at [email] and [phone], [working hours and timezone]. I look forward to working with you.
Best regards,
[Name]
Executive Assistant to [Your name], [Company]
Executive Assistant Email Signature Examples
Simple:
[Full name]
Executive Assistant to [Your name] | [Company]
[email] | [phone]
With hours (useful for remote assistants):
[Full name]
Executive Assistant to [Your name], [Company]
[email] | [phone or chat handle]
Available [hours and timezone]
Tips for Writing a Compelling Executive Assistant Introduction Email
1. Be specific about scope
"[Name] will help me out" leaves people guessing. "[Name] handles my calendar, travel and expense reports" tells them what to do.
2. Personalize for the reader
Mention a project, a recurring meeting or an account the assistant will touch. It shows the reader why this matters to them.
3. Say what still comes to you
Listing what stays with you prevents the opposite problem: people sending the assistant things only you can decide.
4. Stay copied for the first few weeks
Tell people you'll be copied while the handover settles, then step back. It reassures contacts without making you the bottleneck again.
Mistakes to Avoid in EA Introduction Emails
- Burying the change. If the request ("send scheduling to Maria") is in paragraph four, most people won't see it.
- No scope. Without a list of what the assistant handles, people either send them nothing or everything.
- Missing hours or timezone. For a remote assistant, this is the detail that prevents "they never replied" complaints.
- One email for everyone. Clients, vendors and your team need different detail and a different tone.
- Over-selling. A paragraph of praise reads as filler. One line of relevant experience is enough.
After the Introduction
The introduction email is the first step in handing work over, not the last. For what comes next, see our playbooks on delegating inbox management, calendar management and meeting management.
Frequently asked questions
What should an executive assistant introduction email include?
The assistant's name and role, the specific things they will handle for you, what the reader should now send to them, their contact details, and their working hours with a timezone. Optional: one line on their background and a note that you are copied for the first few weeks.
Who should send the executive assistant introduction email?
You should send the first introduction, because it transfers your authority to the assistant. After that, the assistant can send their own follow-up introduction to vendors and other contacts, using the self-introduction template.
How long should an assistant introduction email be?
Short enough to read on a phone in one screen, usually under about 150 words. Put the change the reader needs to act on in the first two lines.
Should I introduce a remote or offshore assistant differently?
Mention their working hours and timezone so people know when to expect replies, and say which channel to use for anything urgent. You don't need to explain where they are based unless it affects how people should reach them.
What should an executive assistant's email signature include?
Their full name, the title 'Executive Assistant to [your name]', your company name, their direct email and phone or chat handle, and their working hours with a timezone. Keep it to four or five lines.
About A Team Overseas
A membership that finds, places and supports Philippines-based executive, operations and marketing assistants who work on the client's payroll.
- Founders and small teams with named, recurring work who want a guided start, including first-time remote hires.
- Cost: $500/month membership (up to 3 placements a year and 1 free replacement), plus your assistant's pay. Paid directly by the client, $1,200–2,000/month for full-time engagements, by experience tier, agreed before placement.
- We specialize in more senior talent: mid-level assistants who are resourceful, proactive, reliable and AI-enabled.
- Support: Check-ins weekly in month one, then every two weeks or monthly through day 90, then as needed.