Working as an Executive Assistant
  • 25 Sep 2023
  • 2 Minutes to read
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Working as an Executive Assistant

  • Dark
  • PDF

Article Summary

When an Executive Assistant pairing is made, the user designated as the Assistant can accept calls on the Executive's behalf for calls to their direct line only. Shared line calls will not go through to the assistant.

Let's take a look at working as an Executive Assistant.

Who can use this feature
The Executive Assistant feature is available to users on our Ai Voice and Ai Sales license types.

Answer a call

Just like your personal calls, you’ll receive an incoming call alert in the right corner of your screen. You'll see the name of your caller and the Executive they're calling.


Similar to Departments, an incoming call is rung out to more than one individual—in this case, both the Executive and their Assistant(s).

If you click Decline or simply miss the call, the caller will go to your Executive's voicemail.

Place a call

Just like personal calls, the only difference is you’ll need to select your Executive's caller ID from your New Call drop-down menu.


Heading out for the day? Toggle your Do Not Disturb On in your Executive's Inbox to stop receiving calls to any of your connected devices.

Call waiting

Never miss a call with call waiting. You'll have the following options:

  • Answer: Puts your first caller on hold while you interact with your second caller
  • Merge: Joins your first and second caller on an active call
  • Decline: Sends your second incoming call directly to your voicemail


Answer-Merge is currently only available through your desktop app.

Transfer a call

Just like your personal calls, you can choose to transfer your Executive's calls with:


Executives and Assistants can also transfer calls between themselves with their Obihai device.

Exec inbox

Your Executive's Inbox display will vary based on the permissions they elected to give you when setting up the pairing.

Each assistant will see the following at all times:

  • Operators (will show the availability of all assistants assigned to the Executive)
  • New notifications
  • All notifications


If your Executive has given you permission or you are on a Standard Ai Voiceplan, you may also see a Voicemail and/or Recordings tab in your Exec Inbox. 


Lastly, if your Executive has enabled Ai on their calls and given you permission to view their transcripts, or if you are on a Ai VoiceStandard plan, you will be able to toggle into a call and view the call summary. 


Answer a call (Mobile)

HD Inbound Call

  1. Banner notification displays incoming Executive call
  2. Tap banner to display HD screen
  3. Tap Answer

Carrier Inbound Call

  1. Default incoming call notification
  2. Caller ID will display # based on your Forwarding Number Advanced Settings
  3. Tap Answer
  4. Press 1 to connect the call

If you don’t press 1, the caller will be sent to your Executive’s voicemail.

Transfer a Call (Mobile)

iOS app offers:

  • Transfer Now (Direct)
  • Ask First (Warm)
  • Transfer to Voicemail (must be within Organization)


If the contact you're transferring your caller to does not pick up, the caller will be placed in their voicemail.

Android app offers:

  • Transfer Now (Direct)
  • Ask First (Warm)
  • Transfer to Voicemail (must be within Organization)


Frequently asked questions

Why can't I see the entire history of my paired executive?

Executive Assistants only have access to voicemails, recordings etc that occurred after they were made an EA and will not be able to view that occurred prior to the EA assignment.

Why can't I see my Executive's messages?

With Dialpad's Executive Assistant pairing, assistants can view phone calls, voicemails, and transcripts — not messages.

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