Personal Assistants to CEOs: Access to Emails and Privacy Concerns
Determining whether personal assistants to CEOs have access to all their emails is not a straightforward answer. It depends on the level of delegation and trust between the CEO and their assistant. Here’s a deeper dive into the nuances of email access and privacy concerns for CEOs working with personal assistants.
Email Access and Delegation
In the organization where I work, we have a remote team of Expert Virtual Assistants (EVAs). The extent to which they assist their executives can vary widely. Some executives only need support to handle their complex company inbox and calendar. They can sync inboxes so that the EVA gets forwarded certain emails or they can work directly in their inbox—using an inbox management system of folders and tags. This approach ensures that only relevant emails are visible to the EVA, maintaining a level of privacy while still being efficient.
Comprehensive Assistance
Other C-level executives we work with literally delegate their entire lives to our assistants. This includes personal tasks such as organizing their children's birthday parties, arranging relocations to a new country, and whatever else one can think of. While this level of assistance is incredibly valuable, it also presents significant privacy concerns.
Privacy Concerns and Mitigation Measures
Nonetheless, privacy is a critical concern. Thorough vetting, onboarding, and training are essential to mitigate these risks. If you are hiring an in-house virtual assistant (VA) or a freelancer, your HR team must be extremely cautious in vetting candidates and take ample time to get them up to speed with a thorough onboarding process. This includes familiarizing them with company policies and conducting trainings against phishing and online scams.
Secure Communication and Data Protection
It is crucial to use encrypted communication channels and tools to share any sensitive information. Do not use platforms like Google Docs or email to share passwords and bank details. Instead, opt for a password manager like 1Password or similar services. Additionally, you can consider outsourcing through EA temp agencies or remote EVA services. These companies have their assistants sign NDAs (Non-Disclosure Agreements), perform background checks, and conduct intensive training.
Remote vs. In-House Assistants
One interesting note is that I recently spoke with a customer of ours. She mentioned one reason for choosing a remote EVA service was to avoid the risk that someone internally at her company could have access to her inbox. An in-house assistant could have personal motives or interests in the communications and emails of her boss. In contrast, a remote EVA is hired directly by the executive and not the company, thereby eliminating the incentive to leak confidential information.
Key Takeaways
Email access and delegation depend on the level of trust between the CEO and their assistant. Vetting, thorough onboarding, and regular training are essential to protect privacy. Use encrypted communication and data protection tools like password managers. Consider remote EVA services for added security and privacy.Ultimately, while it’s important to leverage the efficiency and support that personal assistants can provide, it’s equally crucial to prioritize privacy and security to safeguard sensitive information.