Books and Resources to Start Strong
Starting an executive assistant business requires understanding both the administrative craft and the business side of running your own operation. These books provide foundational knowledge for handling client relationships, managing complex workflows, and building a sustainable service business.
The Administrative Professional’s Handbook by Joan M. Friedman and Dagmar Recklies
This handbook covers the core skills you’ll deliver to clients—calendar management, expense tracking, travel coordination, and communication. It’s practical and reference-heavy, meaning you’ll return to it often as you take on different client needs. It establishes best practices that separate competent assistants from exceptional ones.
Shop The Administrative Professional’s Handbook on Amazon →
Getting Things Done by David Allen
Your clients will often be drowning in tasks and unclear priorities. GTD teaches the system you’ll use to organize their workflows and show measurable progress. Understanding this methodology helps you position your service as a solution to chaos, and you’ll market it as such to potential clients.
Shop Getting Things Done on Amazon →
The Lean Startup by Eric Ries
You’re building a service business, not a product. Ries’s framework for testing assumptions, validating demand, and iterating quickly applies directly to your marketing, pricing, and service offerings. This prevents you from investing heavily in the wrong model.
Shop The Lean Startup on Amazon →
Never Split the Difference by Chris Voss
You’ll negotiate rates, scope changes, and expectations with clients regularly. Voss teaches negotiation tactics grounded in real communication principles rather than tricks. This book directly improves your ability to set boundaries and close deals at rates that sustain your business.
Shop Never Split the Difference on Amazon →
Equipment You Need
An executive assistant business is service-based, so your equipment investment is lean compared to product-based businesses. Focus on tools that make you reliable, organized, and accessible to clients. Most of your budget goes to software subscriptions rather than physical items.
Computer and Accessories
- Laptop: You need a reliable, fast computer to run multiple applications simultaneously. Clients expect you to be responsive and capable of handling their work from anywhere.
- External monitor: A second screen dramatically increases productivity, especially when managing calendars, emails, and spreadsheets at once.
- Ergonomic keyboard and mouse: You’ll spend 6-8 hours daily at your desk. Comfort prevents repetitive strain injuries that could sideline your business.
- Laptop stand: Proper screen height reduces neck and back strain over time.
Shop laptop stands on Amazon →
Phone and Communication
- Smartphone: Clients contact you directly. You need a reliable device with strong battery life and a professional voicemail setup.
- Headset or earbuds: You’ll take client calls regularly. A good headset keeps your hands free and improves call quality.
- Phone stand: Keeps your phone visible during video calls and makes note-taking easier during calls.
Shop wireless headsets on Amazon →
Office Furniture
- Desk: You need a dedicated workspace that fits your monitor setup and has storage for supplies and documents.
- Office chair: A poor chair causes posture problems and discomfort. Invest in one rated for 8+ hour daily use.
- Filing cabinet or storage: Clients’ information and records need secure, organized storage.
Software and Digital Tools (Subscription-Based)
- Email management (Gmail Pro or Outlook): Your primary client communication channel.
- Calendar and scheduling (Google Calendar or Outlook Calendar): Essential for managing multiple clients’ schedules.
- Project management (Asana, Monday.com, or Notion): Tracks tasks, deadlines, and projects across clients.
- Document collaboration (Google Workspace or Microsoft 365): Allows real-time collaboration on spreadsheets, documents, and presentations.
- Password manager (LastPass or 1Password): Securely stores client login credentials and sensitive information.
- Scheduling app (Calendly): Allows clients to book time with you without back-and-forth emails.
- Backup and storage (Dropbox or Google Drive): Ensures client data is backed up and accessible from any device.
- Video conferencing (Zoom or Google Meet): For client meetings and training.
Miscellaneous Office Supplies
- Notebook and pens: For note-taking during calls and planning sessions.
- Desk organizer: Keeps your workspace tidy and reduces time searching for supplies.
- Printer (if needed): Some clients require physical documents. A small multifunction printer handles printing, scanning, and copying.
- Backup power supply (UPS): Protects your computer and data during power outages.
Shop desk organizers on Amazon →
What to Buy First vs Later
Your startup timeline determines what you buy immediately versus what you add as revenue grows.
- First (before launching): Laptop, internet connection, phone, email account, and calendar tool. These are non-negotiable for client work.
- Week 1-2: Calendly, a password manager, and basic project management software. These tools demonstrate professionalism to your first clients.
- Month 1-3: Ergonomic keyboard/mouse, monitor, and professional headset. Once you have clients, comfort and call quality matter.
- Month 3-6: Office chair and dedicated desk. As your business grows, a proper workspace prevents burnout.
- Later (as needed): Printer, file cabinet, or upgraded project management tools. These depend on client-specific requirements.
New vs Used Equipment
You can save money buying used office furniture, but don’t compromise on items that directly affect client perception or your health. A used desk and filing cabinet are fine. A used office chair with worn-out cushioning or a secondhand laptop of unknown condition creates problems.
Buy new: laptop, headset, and keyboard/mouse. These wear out with daily use and directly impact your ability to serve clients. A slow, unreliable laptop frustrates you and clients. A broken headset during a client call damages your credibility. Buy used or refurbished only if certified and warranty-backed. Software subscriptions have no used option—budget for the monthly or annual cost as a business expense. Office furniture, shelving, and storage can be sourced used from Facebook Marketplace, Craigslist, or local office liquidators at 30-50% of retail price.
Where to Buy
- Amazon: Fast shipping, easy returns, and competitive pricing on electronics, office supplies, and furniture.
- Best Buy: For laptops, monitors, and tech accessories with in-store support and warranty options.
- Office Depot/OfficeMax: Bulk office supplies, furniture, and business-focused equipment.
- Facebook Marketplace and Craigslist: Local used office furniture and equipment at lower prices.
- IKEA: Affordable, modern desks, chairs, and storage solutions.
- Herman Miller or Steelcase showrooms: Higher-end office chairs if you want longevity and customization.
- Costco: Bulk supplies and occasional deals on tech and furniture for members.
- Software vendors directly: Google Workspace, Microsoft 365, and other tools often offer discounts for annual billing or small business pricing.