We’re in the full swing of the third quarter, and it’s only going to get busier. Busy periods are part of the EA role – year-end reviews, conference season, board meetings, events, executive travel, office moves – you know the drill.
The issue isn’t necessarily having one busy week. It’s when the pressure becomes constant and there’s no time in between to recover. EAs are often managing other people’s priorities while being expected to remain calm, responsive and available.
There’s nothing wrong with having demanding periods at work. The problem comes when high pressure becomes the norm, you never properly switch off and your workload leaves little room to recover. Recognising the warning signs of burnout early and putting a few boundaries in place can make busy periods much more manageable.
Why EAs are particularly vulnerable to burnout?
EAs and PAs tend to be one of the most vulnerable to corporate burnout – and that’s not only because of the number of tasks on their to-do list. It’s the constant switching between them and making sure the members of the SLT are looked after.
- Competing priorities: your executive’s priorities, your own projects, wider team requests, events, travel and unexpected problems.
- Constant availability: Teams, WhatsApp, email and calls can create the expectation that you’re always reachable.
- Being the problem-solver: people come to EAs because they know you’ll find a solution.
- Emotional labour: absorbing stress from executives and colleagues while remaining calm yourself.
- Last-minute requests: “Can you just…?” becoming a regular feature of the day.
- Invisible workload: anticipating problems and doing preventative work that nobody necessarily sees.
- Multiple executives/stakeholders: particularly relevant to assistants supporting more than one person.
The early signs of burnout
Burnout doesn’t usually happen overnight. More often, it builds gradually, with small signs that are easy to overlook when you’re busy. You might find yourself struggling to switch off, becoming more irritable than usual or feeling like even small tasks are becoming overwhelming. Recognising these early warning signs gives you a chance to step back and make changes before exhaustion and stress start to take over.
Here are some examples of early signs of burnout to watch out for:
You can’t switch off
You’re checking emails before bed, thinking about tomorrow’s diary while having dinner or mentally running through your to-do list at the weekend.
Everything feels urgent
When every request feels like an emergency, it becomes difficult to distinguish genuine priorities from other people’s urgency.
You’re becoming unusually irritable
Small interruptions or requests that wouldn’t normally bother you suddenly feel overwhelming.
You can’t concentrate
You’re rereading emails, forgetting small details or finding straightforward tasks strangely difficult.
You’re skipping breaks
Lunch disappears, you work through meetings and tell yourself you’ll take a break once you’ve “caught up”.
You’re losing enthusiasm for work
You might still be performing well externally, but internally you’re feeling detached, exhausted or simply fed up.
What to do next
When your to-do list is growing faster than you can work through it, it’s tempting to simply keep going and hope you’ll catch up eventually. But when everything feels urgent, it becomes much harder to think clearly and make decisions.
Instead of waiting until you’re completely overwhelmed, take a few minutes to step back and work out what actually needs your attention first. A simple priority list can make a surprisingly big difference, particularly when several people are asking for things at the same time.
1. Separate urgent from important
Start by dividing your workload into three categories:
- what needs to happen today
- what needs to happen this week
- what can wait or be delegated
Not every request that lands in your inbox needs an immediate response, even if the person asking makes it sound urgent. It can also help to ask yourself what the consequences would be if a task moved by a day or two. If the answer is “not much”, it probably doesn’t need to be at the top of your list.
2. Ask what should move
One of the hardest things about being an EA is that you’re often expected to accommodate new requests without anything else being taken off your plate. But adding another task to an already full workload doesn’t make the other deadlines disappear.
If something new comes in when your workload is already at capacity, try asking:
“I can pick this up, but I’m currently working on X and Y. Which would you like me to prioritise?”
It’s a simple way to make your capacity visible and puts the decision about competing priorities where it belongs. You’re not saying no – you’re making sure everyone is clear about what can realistically be delivered and when.
3. Leave some room for the unexpected
If every minute of your working day is booked out, there’s nowhere for those inevitable last-minute requests to go. Where possible, avoid filling your calendar and task list to 100% capacity. Leaving some breathing room gives you space to deal with a diary change, urgent travel request or unexpected meeting without throwing your entire day off course.
Set boundaries
Setting boundaries can feel particularly difficult for EAs because responsiveness is often part of the job – and the bosses can often cross boundaries when they need something for them. Here are some quick tips on how to outline your boundaries:
1. Define your working hours
Add your working hours to your email signature or as a status on Teams. This doesn’t necessarily mean refusing every out-of-hours request. It’s about making the normal expectation clear.
2. Decide what needs an immediate response
Not every Teams message needs an instant reply, and it’s ok to leave messages unopened until you have time to deal with the request. Try:
- turning off non-essential notifications
- checking email at set times where possible
- using status messages
- agreeing emergency contact arrangements with your executive.
3. Take your breaks and don’t apologise for them
This might sound obvious, but taking your breaks without feeling guilty or apologising for them is part of working sustainably. You don’t need to justify stepping away from your desk or feel like you should be available every minute of the day. Taking regular breaks shows that you understand how to manage your energy and maintain your focus – and that’s a sign of good working practice, not a lack of commitment.
Workload conversation over breaking down
One of the hardest parts of a demanding EA role can be switching off once the working day is technically over. If your brain is still running through tomorrow’s diary while you’re cooking dinner, you’re not really getting the opportunity to recharge.
Here are some practical tips:
- Make a “tomorrow” list before logging off.
- Clear or mark genuinely urgent emails.
- Close and power down your laptop rather than leaving it open.
- Turn off work notifications.
- Create a small transition ritual – walk, gym, shower, change clothes, etc.
- Don’t use the first hour after work to catch up on tasks you didn’t finish.
If you need more information on managing workplace wellbeing, read our article on how to detach from work to preserve your mental health.
Look after yourself
Being a great EA doesn’t mean being available 24/7. Being reliable doesn’t mean saying yes to everything, and being supportive doesn’t mean absorbing everyone else’s stress. Knowing when to step back, set limits and ask for help is part of doing your job well.
Your wellbeing shouldn’t be solely your responsibility, either. Managers and senior leaders have a role to play in creating a workplace where taking breaks, using annual leave and having honest conversations about workload are genuinely supported. Find out more about encouraging wellbeing practices in the workplace.
Busy periods will always be part of the EA role. The goal isn’t to avoid them, but to make sure you’re not running on empty every time they come around.
