Are you spending more time managing your calendar, organizing your inbox, and navigating AI tools than leading your organization? In this episode of Transformational Thinkers with Sara Sheehan, host Sara Sheehan welcomes Sara Altuna, CEO of Base HQ, to discuss how strategic delegation, executive support, and AI efficiency can help business leaders reclaim their time and transform their productivity.
Having joined Base as an executive assistant in 2018 before progressing into the CEO role, Sara Altuna offers a unique perspective on leadership effectiveness. She explains why exceptional executive assistants are more than administrative resources. They are trusted strategic partners who align their priorities with executive goals, protect valuable time, and help leaders focus on high-impact activities.
A central theme of the conversation is AI admin debt, a term developed by Base to describe the hidden administrative workload executives accumulate while using artificial intelligence. Although AI promises greater efficiency, CEOs often spend significant time configuring tools, troubleshooting integrations, and building workflows. Sara Altuna challenges leaders to reconsider whether these responsibilities belong on their calendars and explains how qualified executive assistants can take ownership of much of this work.
Sara and Sara also explore the mindset transformation required for effective delegation. Many CEOs assume they must personally handle responsibilities without a clear owner. Sara Altuna introduces three practical strategies to challenge that thinking: delegate, automate, or eliminate. By applying these principles, executives can reduce unnecessary work, improve operational efficiency, and create more time for strategic decision-making.
The conversation also examines Sara Altuna’s leadership transition from executive assistant to CEO, including the importance of trust, communication, confidence, and clear role boundaries during leadership succession. She shares how Base is evolving the executive assistant role through AI training and discusses the company’s 2072 Initiative, which makes executive assistant support more accessible to women in leadership.
Sara Altuna concludes with a practical challenge for CEOs: identify three responsibilities you perform because you believe you should, then determine whether to delegate, automate, or eliminate them.
Whether you’re a CEO, founder, or executive seeking greater productivity, this episode offers actionable insights into executive time management, AI workflow optimization, and transformational leadership.
Tune in to Transformational Thinkers with Sara Sheehan to discover how rethinking delegation and executive support can help you reclaim your time and focus on what matters most.
Key Moments:
00:00 | The Hidden Productivity Traps in Executive Inboxes
Sara Altuna reveals three common inbox habits that waste executives’ time and reduce efficiency.
01:40 | The Most Expensive Thing CEOs Do Every Week
Discover how managing calendars, unnecessary meetings, and context switching consume valuable leadership time.
03:31 | From Executive Assistant to CEO
Sara shares her unexpected career journey from joining Base as an executive assistant in 2018 to becoming CEO.
05:10 | What Makes an Exceptional Executive Assistant?
Learn why strategic alignment, shared priorities, and protecting executive time create successful partnerships.
07:06 | The Power of Delegation, Automation, and Elimination
Explore three essential strategies for reducing administrative responsibilities and focusing on high-value work.
09:14 | Overcoming Self-Doubt as a New CEO
Sara discusses navigating self-doubt, seeking feedback, and building leadership confidence.
11:37 | Building Trust Through Executive Communication
Understand why clear expectations and consistent updates are essential to effective delegation.
13:09 | Navigating Leadership Succession and Founder Transitions
Sara explains how trust, clear boundaries, and open communication supported her transition into the CEO role.
15:59 | Are You Busy or Buried?
Discover how to distinguish productive leadership responsibilities from activities that create unnecessary overload.
17:05 | What Is AI Admin Debt?
Learn how artificial intelligence creates hidden administrative work that can undermine executive productivity.
19:19 | The 5%, 90%, 5% Approach to AI Delegation
Sara explains how CEOs can retain strategic oversight while delegating most AI workflow development.
20:46 | How Executive Assistants Can Reduce AI Admin Debt
Explore how AI expertise, workflow optimization, and executive assistant certification are reshaping executive support.
24:18 | The Transformational Impact of Executive Support
Hear how trusted executive assistant partnerships can reduce stress and change the way leaders operate.
24:55 | How Being an Executive Assistant Shapes CEO Leadership
Sara reflects on the problem-solving skills, business exposure, and insights gained through her executive assistant experience.
26:18 | Supporting Women Leaders Through the 2072 Initiative
Discover how Base is making executive assistant support more accessible to women in leadership.
28:49 | The Hardest Decisions in Executive Leadership
Sara shares the emotional challenges of personnel decisions and the responsibility of leading with conviction.
29:57 | A Practical Challenge for Every CEO
Identify three responsibilities you can delegate, automate, or eliminate to reclaim time for meaningful leadership.
30:53 | Connect with Sara Altuna and Base
Learn where to find Sara and explore Base’s executive assistant services.
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About Sara Altuna:
Sara joined Base as an executive assistant in 2018 and never left. She created Inbox Reset, worked across learning, talent, product, and strategy, became President in 2025, and now leads the company as CEO. She knows the EA role from the inside, and it shapes how Base serves both assistants and the leaders who rely on them.
Resources mentioned in this episode:
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Contact Sara Sheehan | Sara Sheehan Consulting:
Contact Sara Altuna:
- Website: BaseHQ.com
- LinkedIn: sara-altuna
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