A great executive assistant can’t do their job without access.
The more context and behind-the-scenes insight you share—from your calendar and email inbox to your priorities and communication style—the more your EA can act as a true strategic partner. That’s how you win back time and focus on what matters most.
But when it comes to sharing credit cards, banking details, passwords, or even your SSN, the stakes are higher. A data breach could compromise your finances, damage your reputation, and potentially put your entire organization at risk.
At Boldly, we stake our reputation on hiring the most trustworthy, experienced professionals. Every team member is carefully vetted and trained to handle sensitive information with the highest level of care. But not all virtual staffing companies can say the same. And if you’ve hired in-house, it takes time to build trust with a new executive assistant.
We’ve helped hundreds of executives create secure, seamless working relationships with their EAs. A few smart precautions can go a long way to protect both you and your assistant, while building the kind of trust that leads to great work.
In this post, we’ll share five key ways to securely share sensitive information with your executive assistant without slowing them down or putting yourself at risk.
- Use a password manager to grant access without revealing actual passwords.
- Stick to secure, encrypted sharing tools for sensitive files and data
- Don’t store sensitive info in email drafts, notes apps, or shared docs
- Set clear boundaries on what can and can’t be shared, plus when to check in
- Add layers of security like two-factor authentication and limited access permissions
Use Password Managers
Even if you have a great working relationship with your EA, a password manager is still a smart decision. It strengthens security and gives both you and your EA peace of mind, knowing that sensitive information is safely managed and easily accessible when needed.
Never email passwords or share them over the phone. These methods put your data at risk.
Password managers, on the other hand, offer a secure way to share sensitive information and protect your accounts.
Many executives still send login details through email, Slack, or text messages. This creates a major security risk—those passwords now exist in multiple places, all without adequate protection.
Email accounts, for example, are prime targets for hackers since they often contain passwords and other sensitive information.
Avoid sharing credit card details via text, writing down SSNs, or leaving passwords on sticky notes. These seemingly harmless practices can expose your sensitive data, creating unnecessary vulnerabilities.
While many medium and large companies may already have guidelines or protocols in place for securely sharing sensitive information, a password manager enhances even the best practices.
A password manager creates a secure vault that:
- Encrypts all your data
- Controls what your EA can access
- Shares access without showing actual passwords
- Tracks who accessed what and when
- Lets you remove access instantly if needed
The security difference is huge. When you email a password, it exists in your sent folder, your EA’s inbox, and backup servers—all with little protection. With a password manager, the info stays encrypted, and you control who has access to it.
While LastPass works well, consider these strong alternatives:
- Bitwarden costs just $10/year for premium features. It’s open-source, which means security experts check its code regularly for flaws. Many pros prefer it for its strong security and low price.
- 1Password ($36/year) offers a smooth experience with extra features. It includes Travel Mode to hide data when crossing borders. Their family plan lets you share certain passwords with up to 5 people.
- Dashlane ($60/year) includes a VPN and alerts you if your data appears in any known breaches. It offers passwordless login options for extra security.
Set up your chosen tool during your EA’s first days. This sets clear expectations about how you’ll handle sensitive info going forward.
Follow Secure Sharing Methods
Security goes beyond passwords. It covers all sensitive info you share with your EA. Many busy executives rush through sharing processes. They email tax documents or text bank details without thinking about risks. Taking a few extra steps now prevents big problems later.
- Encrypt your files. Use encryption for stored files and when sending them. Even basic office software now includes encryption options. This adds protection if someone gains access to your accounts.
- Use secure transfer methods. Skip email attachments. Use secure file transfer or encrypted cloud platforms like NordLocker instead. Never send sensitive info through regular text messages. Secure transfers protect data when it’s most at risk – while moving between systems.
- Set access time limits. Make shared files expire after a set time. This prevents forgotten access from becoming a security risk. Time limits work well for financial info shared for specific tasks. Once the task is done, the access should end.
- Limit access strictly. Share only what your EA needs for their tasks. Give access to specific Google Drive folders instead of your entire account. This “least privilege” approach limits potential damage if something goes wrong.
- Use two-factor authentication. Add this extra step to all accounts. It blocks hackers even if they steal passwords. Most systems now use simple app notifications that take just seconds to approve.
Recent breaches show these steps are crucial. In 2024, AT&T had a breach affecting over 70 million customers. Small businesses aren’t safe either. Hackers often target smaller operations because they expect weaker security.
One of the benefits of working with Boldly is built-in continuity. If your EA takes a planned vacation, a trained Boldly team member can step in to keep things moving. Because our assistants maintain up-to-date SOPs and follow established security protocols, there’s no need to resend sensitive information or compromise security in the handoff.
Avoid Risky Storage Options
Never store sensitive information in:
- Regular Google Docs or shared drives
- Emails or drafts
- Text messages
- Sticky notes or desk drawers
- Unprotected spreadsheets
- Note apps without encryption
- Browser bookmarks or saved forms
- Printed papers without proper disposal
The biggest security problems often come from convenience. We store info where it’s easy to access without thinking about who else might see it.
Storing credit card details in a Google Doc means anyone with the link could see your financial info. Sticky notes with banking info can be easily lost or seen by others. Browser auto-fill seems helpful but stores your passwords with minimal security.
EAs often work remotely or in shared spaces. Physical storage like printed documents or sticky notes are especially risky in these settings. Even a quick photo of a desk can capture sensitive info.
Always use secure channels with proper protection and activity logs. Modern secure solutions have become much more user-friendly, making it easier to avoid risky methods.
Set Clear Sharing Rules
Security tools work best when paired with clear expectations. Most security breaches don’t happen because someone ignores the rules—they happen because no one spelled them out.
Your EA should never be left guessing what’s okay to share, and with whom. Clear procedures help your EA make good decisions even when you’re not available.
For example, what happens when a partner at your firm pings your assistant: “Can you send me that login real quick? I’ll delete it right after.”
Seems harmless, but now your EA has to make a judgment call with potential consequences.
Experienced executive assistants appreciate boundaries. With the right rules, they can move faster, make better decisions, and avoid gray areas that put your business at risk.
Here’s what to define up front:
- Info sharing boundaries: What can be shared—and with whom? Clarify whether passwords, credit cards, or SSNs can ever be given (via a password manager, ideally) to coworkers, vendors, or other EAs.
- Documentation rules: EAs often keep working notes, but sensitive data needs extra care. Define what can be recorded (eg partial account numbers) and what should never be written down—like full credit card or bank details.
- Third-party procedures: If your EA books travel or manages vendor relationships, set a process for verifying requests and sharing only the minimum required info.
At Boldly, our premium executive assistants routinely document these procedures by maintaining up-to-date SOPs. That means clear records, easy onboarding, and built-in business continuity.
Whether it’s you or or it’s your assistant, here’s the key: write it down.
Review it quarterly. Clarity creates peace of mind—for you, your assistant, and your company.
Add Extra Security Layers
Security works best in layers.
If one measure fails, others stay in place, and that’s what keeps your information safe.
- Turn on two-factor authentication. Enable it for all critical accounts, and use authentication apps rather than text messages when possible. This simple step blocks most unauthorized access even if a password is compromised.
- Build verification into your process. Set up systems that require double checks for sensitive access, not because you don’t trust your executive assistant, but because it removes the risk of mistakes. Strong systems protect everyone.
- Review access regularly. Every few months, review which accounts your EA (or anyone else) can access. As responsibilities shift, old access often gets left in place, and that creates risk.
These small changes add up. With just a few extra layers, you make it significantly harder for anyone—internal or external—to gain access to sensitive information without permission.
Trust Makes It Work
The best security strikes a balance: strong enough to protect, simple enough to use.
If your process feels burdensome, it’s only a matter of time before someone, executive assistant or executive, finds a workaround.
That’s why effective security should feel like part of the workflow, not a barrier. Tools like password managers and two-factor authentication help secure your data without slowing you down.
At the heart of it all is trust. Your EA needs the right tools and clear rules. You need to trust that they’ll use them consistently. With the right systems in place, that trust becomes the foundation for a productive, secure working relationship.
Moving Forward With Confidence
Even with the best security intentions, many executives don’t have time to create these systems from scratch. That’s where Boldly steps in. We provide not just great assistants, but well-established protocols that take the guesswork out of safe delegation.
These practices don’t just protect your information. They also show your EA that you value their professionalism and want them set up for success.
Perfect security doesn’t exist. But smart, consistent practices go a long way.
If you want the peace of mind that comes from working with an experienced, security-savvy assistant, get in touch. We help executives build high-trust partnerships with premium remote EAs, backed by secure tools, clear SOPs, and strong onboarding processes.
