TLDR: Vimcal EA is the best calendar app for executive assistants because it's built around the work EAs actually do: managing several executives' calendars at once, placing and releasing holds, scheduling across time zones, and handing calendars off to a colleague.
Google Calendar and Outlook are not built for complex coordination, executive travel, or delegated scheduling.
Why most calendar apps don't work for EAs
Calendar apps are designed for one person managing their own time.
An EA's job is different: you're managing someone else's time, often two or three someones, while also coordinating with other assistants who are doing the same for their executives.
Most of the work happens in the gaps between tools: copying availability into emails, tracking which holds belong to which request, remembering that one executive never takes calls before 9.
So when you evaluate a calendar for EA work, ask whether it handles the parts of your day that are currently manual.
What to look for
Switching between executives quickly
Unless two executives are in the same meeting, you work on one executive's calendar at a time. What matters is how fast and cleanly you can switch, and whether each executive's time zone and preferences come with them. In Vimcal EA, you switch in a keystroke and each executive's settings are remembered.
Holds that clean up after themselves
Placing three tentative holds for a meeting is easy. Remembering to delete the two that weren't chosen is where calendars get cluttered and executives get confused.
Look for holds that are created and deleted automatically once a time is confirmed.
In Vimcal EA, Group Vote does this for group scheduling: participants vote, the winning time is booked, and the other holds are removed.
Time zones for the executive, not just for you
EAs often sit in a different time zone from their executive, who is in a different time zone from the people they're meeting.
Vimcal EA shows up to five time zones at once, so you can see a slot in your time, your executive's time, and the other party's time together.
A record of what you offered
"Which times did I send to Sarah's assistant last Tuesday?" is a surprisingly common question.
Time slot history keeps a record of the availability you've shared, so you don't send overlapping options to two people.
Executive preferences in one place
Every executive has rules: no meetings before 9, 15 minutes between external calls, Fridays protected.
When those live in your head, they leave with you on vacation. Customizable executive preferences keep them in the tool.
Data for pushing back
When an executive's week keeps falling apart, it helps to show why.
Vimcal EA tracks how often meetings get cancelled and rescheduled, and produces calendar audits and weekly metrics (internal vs. external time, who they met with, fragmented time between meetings).
That turns "your calendar is chaos" into a conversation with numbers.
Private notes
Context such as "this is the third reschedule" or "send the deck the night before" belongs on the event, but not where attendees can see it.
Private notes keep it visible only to you.
Handoff
When you're out, someone covers. One-click account handoff (coming soon) gives the covering EA access without a long setup.
How the options compare
The options
Vimcal EA: best for EAs supporting one or more busy executives
Built specifically for assistants, with everything above plus 1-on-1 onboarding. It works on top of your executives' existing Google or Outlook calendars, so nobody has to switch.
Google Calendar: fine for one executive with a light calendar
Delegated access works, and it's free with Workspace. The gaps show up with holds, multiple executives, and anything involving history or reporting.
Outlook: the default in Microsoft 365 companies
Delegate access is mature and opening several calendars side by side works. Like Google, the coordination work (holds, history, preferences) stays manual.
Calendly: useful for one narrow job
Calendly helps when outside people book time with your executive through a link. It doesn't help with managing the calendar itself, and many executives don't want to send a booking link to senior contacts.
Questions to ask in a demo
- How fast can I switch between three executives, and do their time zones and preferences come with them?
- I place three holds for a meeting. What happens to the two that aren't chosen?
- Where do I record that my executive doesn't take calls before 9am?
- Can I see what times I offered someone last week?
- If I'm out for a week, how does my backup get access?
- Can I show my executive how much of their week got rescheduled?
FAQ
What calendar do executive assistants use?
Most EAs work in Google Calendar or Outlook through delegated access. EAs who support several executives or very busy calendars increasingly add a tool built for assistants, such as Vimcal EA, on top.
How do EAs manage holds?
Typically by placing tentative events and deleting the unused ones by hand. Tools like Vimcal EA create and remove holds automatically.
Is there a calendar app built for assistants?
Yes. Vimcal EA is built for executive assistants and chiefs of staff and works on top of Google and Outlook calendars.
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