Inbox management – What level of access is the right level?

Posted On 10 Feb 2023

Inbox management – What level of access is the right level?

10 Feb 2023
Welcome to the February edition of The Assistants Newsletter!

The Assistants Newsletter

Welcome to the February edition of The Assistants Newsletter!

Welcome to the February edition of our Assistants newsletter! With January behind us, we are seeing the city ramp up as everyone returns to work and with this, the increase in client and candidate enquiries. We have some fabulous new roles on are eagerly awaiting our first Masterclass of the year.

This month we will explore a key component of every Assistant’s day – Inbox management. With this, there is no right or wrong, and throughout your career you may experience many ways of working depending on your Executive’s preference – we hope you find it useful.

Much love,


Inbox management – What level of access is the right level?

Inbox management is usually an integral part of our role as an assistant. The level of access and how to manage an inbox is a difficult question to answer. There is no right way! It is about finding what works for you and your boss. To add to the challenge, supporting multiple people, means potentially adapting to more than one style and adjusting your approach accordingly.

Full access

You have full access to everything, you read, action, and reply on behalf of your boss. You have permission to delete or file as necessary and take control of every item that comes in. If this is how you work you will need a system, so your boss knows what you actioned/ sent. That can be them checking their outbox or you updating them verbally each time or at the end of the day. Many Assistants also develop a colour coding or email flagging system so both parties can easily identify what action has, or has not been taken with each email.

Viewing access

You have access to view the inbox, but don’t action anything yourself. You have permission to delete junk or unnecessary emails, but your main function is to flag anything urgent that comes in, so your boss does not miss anything. This level of access also allows you to keep abreast of what your boss is working on or likely to need so you can prepare in advance without necessarily being asked. You will also be better placed to manage their diary effectively as you can see ahead to what they are planning or what might happen.

No access

You have no access at all. This is more common than you might think! Although this may put a different slant on the way you operate you can still be a highly successful Assistant. Often those who do not have inbox access have a closer relationship with their boss as the verbal communication is more frequent. You may also find you are cc’d in more emails so although you don’t have direct access you are fully up to speed with everything going on.

Which is best?

There is no best way of operating! Email access is all about finding what works for your relationship. Some executives will know exactly how they want to operate, and others will be open to options. It is often part of an Assistants role to work this out and will take time to perfect. Once you have a system running smoothly, it adds unprecedented value to you both. The key to effectively executing your role regardless of the level of email access is communication. Establish how those you support work and then tailor your approach to ensure you have the information and access you need.

Inbox management – What level of access is the right level?

What’s new….

Next Door by Neil Perry

Double Bay

Next Door opened in October 22 and is next door to Margaret, the Double Bay restaurant that is, in many ways, the culmination of Neil Perry’s long and storied career.


EST10 Hot Job

Executive Assistant to 2 Partners

$125,000 + Super

Work for a company who deliver a positive workplace experience to every employee who steps into their offices.


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As a kick-off to the year, we have the EST10 team’s most passionate and debated 23 tips for 2023!


Upcoming events

Beat Digital Burnout with Dr Kristy Goodwin

22nd February | 12.30pm-1.30pm

Dr Kristy explores how and why many of us are experiencing Digital Burnout, what that means and what we can do about it.


Negotiation Mindset with Sam Trattles

8th March | 12.30pm -1.30pm

In this uplifting Masterclass, Sam will give you the tools and tactics to boost your negotiation success and transform the way you approach negotiating forever!



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Cambridge Markets at EQ

Come to the market for an amazing array of fresh and quality foods and stay to meet the people who grow the crops, bake the breads and put love and care into the food they sell.

Cambridge Markets at EQ is more than simply a produce market. To give shoppers a varied experience, the stalls include a number of interesting and high-quality gourmet food outlets, ranging from bao, dumplings and curry to coffee, bagels and gozleme.

As well, Cambridge Markets EQ has a number of clothing and homewares stalls offering goods as varied as French linen to charming toys and baby clothes.


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About the author
Roxanne Calder
Managing Director

As Founder and Managing Director at EST10, Roxanne has an all-encompassing role that includes building and growing the business, as well as actively recruiting and consulting.

After completing a Bachelor’s Degree at Monash University, Roxanne began her recruitment career with renowned recruiter Julia Ross. From there, Roxanne worked in HR and recruitment with a number of global players and boutique businesses throughout Australia, the UK, Singapore and Hong Kong for over 20 years. She has been responsible for managing large teams and projects, implementing RPO models, managing and assisting businesses to an IPO and assisting companies in setting up their recruitment teams and processes.

Following completion of her MBA at the Australian Graduate School of Management, Roxanne launched EST10 in July 2010. In doing so, she hoped to combine the flexibility and high touch service levels of boutique agencies with the structure and strategy afforded to larger firms. Roxanne believes in high-touch, high-care consulting and is always on the lookout for consultants that share this vision of recruitment.