What to Expect
How Matching Works
Tools You'll Use
Welcome to

Base's Talent Cloud.

This is your hub for getting oriented, completing your onboarding, and accessing the training and tools that will help you thrive in your role. Take it at your own pace — we're here to support you every step of the way.

4Onboarding Steps
3Training Courses
6Resources Ready
Step by Step

Your Onboarding Checklist

Work through these steps to complete your onboarding. Check each one off as you go.

✓

Complete your Base profile

Add your photo, role details, and key preferences so your executive and team have the full picture.

Start Here
✓

Review the EA–Executive partnership guide

Understand how Base thinks about the EA–executive relationship and what a strong partnership looks like.

✓

Explore the Base platform

Get familiar with your dashboard, the tools available to you, and how to navigate your workspace.

✓

Complete your first training course

Start with EA Foundations — it's designed to be completed in under an hour and sets the tone for everything ahead.

Tabby Wilkerson
Tabby Wilkerson
Talent Success Manager

Your built-in support system at Base. Whether you're stuck, unsure, or just want to double-check something — she wants to hear from you.

talent@basehq.com
Slack: @Tabby Wilkerson
410-739-4693

Reach out for matching, transitions, role support, tool access, onboarding questions — or just a pep talk.

Explore

Everything in One Place

Use the navigation above or click below to jump to any section.

🌱

What to Expect

The Talent Cloud, your commitments, and who to contact at Base.

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🤝

How Matching Works

The matching process, GTKY calls, your profile, and what happens after.

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📚

Training & Events

Courses built for EAs and upcoming live community events.

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🛠

Tools You'll Use

Slack, Harvest, Wingspan, and Base Software — all in one place.

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📋

Policies & Expectations

Pay, travel, transitions, legal docs, and everything in between.

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📂

EA Resources

Templates, guides, and tools to help you hit the ground running.

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Home›What to Expect
Community

Welcome to Base's Talent Cloud

You're not just joining a platform — you're joining a community built around you.

🤝
Top Executive Access

We connect you with executives across industries — no cold outreach required.

💳
Billing Handled

We manage client billing so you can focus on the work, not the invoicing.

⏰
Paid on Time

You get paid on schedule — even if clients don't pay Base on time.

🌱
Supportive Community

A network of EAs who share advice, resources, and support each other's growth.

Base is a dynamic community of freelance Executive Assistants. All of our EAs are independent contractors — which means you control your hours, your work, and your client relationships. What Base provides is the infrastructure, community, and support to make that work well for everyone.

✨ You Are Welcome Here. Base is dedicated to fostering equity and inclusion across all aspects of identity, background, and experience. We aim to build a community and client base that reflects, supports, and celebrates this diversity.
Commitments

Your Commitments as a Base EA

We expect you to honor your agreements with Base and the executives you serve. If you foresee any issue meeting a deadline, communicate ahead of time. Mistakes happen — what matters is how you respond to them.

  • Block fulfillment. Fill your client's monthly block in full, every month. If more time is needed, always communicate before going over.
  • Minimum commitment. Commit to at least 4 months with each new client.
  • Time tracking. Log all hours worked in Harvest.
  • Onboarding plan. Complete the First 30 Days Onboarding Plan when matched with a new client.
  • Client paperwork. Be prepared to sign NDAs or data security agreements as needed.
  • Weekly updates. Share hours used with your client weekly.
  • Transitions. If leaving a Base client, inform Base first and follow the transition process.
  • Stay engaged. Participate in the Base Slack community to stay connected and keep growing.
  • Build your profile. We strongly encourage at least one client testimonial on your profile.
💬 Questions or client concerns? Post in #ask_the_community or reach out to talent@basehq.com.
Contact

Who to Reach Out To

Different questions go to different people. Here's how to find the right contact quickly.

Tabby Wilkerson
Talent Success Manager
DM on Slack
  • Matching & transitions
  • EA role support
  • Tool access & onboarding
Talent Team
talent@basehq.com
talent@basehq.com
  • Rate negotiations
  • Contract renewals
  • Capacity updates
Success Team
success@basehq.com
success@basehq.com
  • Client billing
  • Client-related questions
Accounting Team
accounting@basehq.com
accounting@basehq.com
  • Invoicing & billing questions
  • Wingspan support
Home›How Matching Works
Getting Matched

How Matching Works at Base

From your first expression of interest to your kick-off call — here's the full picture, step by step.

The Talent Portal

Browse opportunities, manage your profile, mark your interest

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First 30 Days Onboarding Plan

Deliverables, billing, and your $1 pay increase

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The 5-Step Matching Process

1
Mark your interest

Log into the talent portal and mark your interest in any clients you'd like to work with. There's no limit — our Talent team will only present you to one active client at a time unless you've discussed otherwise.

2
The Talent team identifies top matches

Our team reviews your profile, interest statement, time zone, areas of expertise, and client preferences to determine the best fits.

3
The client reviews two EA profiles

The client receives two profiles from our Talent team and decides whether to request a GTKY call. The client may also decline both and request new options at any time.

4
Get-To-Know-You (GTKY) calls

If selected by the client, you'll attend a 15-minute GTKY call. These brief conversations gauge chemistry, communication style, and alignment before anyone commits. If it doesn't feel right — that's okay. These calls exist to ensure a mutual fit.

5
The client makes their final selection

After GTKY calls, the client selects their EA — or requests new options until they're ready to move forward.

What Happens After?

✅
If you're selected

You'll receive an email notification. Click through to accept the opportunity before moving forward. Once accepted, the Talent team sets up your tools and sends the New Client Onboarding Checklist.

💛
If you're not chosen

You'll still receive an email. You'll remain in the talent cloud and are encouraged to keep marking interest in other clients. Every EA in the cloud is exceptional — please don't be discouraged.

Kick-Off Timeline

1
Accept your offer

Click through the offer email and accept. The Talent team will set up your tools and send the New Client Onboarding Checklist.

2
Receive your introduction

Base will introduce you to your executive via email. From this point, scheduling the Kick-Off call is your responsibility.

3
Schedule the Kick-Off call

Reply to the introduction email to confirm day and time, then send a calendar invite to your executive with a video conferencing link included.

4
You're off

We completely trust you to manage your client and your work. The Talent team is always available if you need support.

💬 Questions during onboarding? Reach out to talent@basehq.com — we're always happy to help.
Home›How Matching Works›The Talent Portal
Getting Matched

The Talent Portal

Your central hub for accessing client opportunities and managing your EA profile. talent.basehq.com/portal →

🔍
Browse Opportunities

Review active and upcoming client opportunities and mark your interest in any that excite you — no limit on how many.

👤
Manage Your Profile

Keep your client-facing profile up to date so Base can present your strengths effectively to potential matches.

📖
EA Handbook

Access the comprehensive EA Handbook directly from the portal for key guidelines and best practices.

Your EA Profile

Your profile is your first impression with potential clients. You can update and preview it directly in the talent portal at any time — headshot, résumé, skills, tools, and more.

💡 You completed your profile during the application process. Take a few minutes to review and refresh any details before you start marking interest in clients.

Headshot Guidelines

A professional headshot is a key part of making a strong first impression. Here's what to keep in mind:

📐 Framing
  • Chest up, looking directly at the camera
  • Even lighting on your face, no shadows
🖼 Background
  • Clean, neutral background
  • Plain wall or nature work well
  • Avoid distracting elements
💡 Lighting
  • Well-lit location
  • Indoors: avoid backlighting
  • Outdoors: find "open shade"
👔 Attire
  • Office-appropriate clothing
  • Avoid busy textures or logos
  • Keep accessories minimal
📁 Format
  • High-resolution (300 ppi)
  • JPEG or PNG, max 8MB
  • Ideal: 600–800px
💛 While You Wait
  • Keep your profile up to date
  • Mark interest in available clients
  • Visit Base HQ for EA resources
📧 If your capacity or availability changes, email talent@basehq.com and we'll update your profile accordingly.
Home›How Matching Works›First 30 Days Onboarding Plan
Your First Month

The First 30 Days Onboarding Plan

The first 30 days are crucial in establishing a strong EA–Executive relationship. This course, available on Teachable, is designed to help you hit the ground running.

📚
Course Access

You'll be enrolled automatically when matched with a client who ordered this course. No access yet? Email talent@basehq.com.

💰
Billing for the Course

Bill ~3 hours to Base (Base Internal Requests → First 30 Days Course) for taking the course, and ~3 hours to your client for deliverable work.

⭐️
$1 Pay Increase

After 30 days, your executive rates their experience. A score of 8, 9, or 10 earns you a $1 increase in your pay rate, effective the 1st of the following month.

Client Deliverables

When matched with a client who has ordered this course, you'll create and share three deliverables. These are due promptly — your executive is expecting them.

1
Executive Blueprint

Due the day after the Kick-Off call. Created using information gathered during the call with the Kick-Off call agenda document.

2
30-Day Action Plan

Also due the day after the Kick-Off call. Sets the roadmap for your first month together.

3
Summary of Accomplishments

Shared at the end of your first 30 days. An annotated version of your 30-Day Action Plan showing what was completed.

💡 Not all clients order this course — but the content and templates are always available for you to use. Feedback on the course? Email talent@basehq.com.
Home›Training & Events
Training

Courses Built for EAs

Each course is designed around what actually matters in the role — practical, focused, and respectful of your time.

Onboarding

First 30 Days Onboarding Plan

A structured roadmap for your first month — how to orient yourself, build trust with your executive, and set yourself up for long-term success.

45 minStart Course →
Foundations

Foundations for EAs

The essentials of operating as a high-impact EA — how to structure your day, manage up, and build trust from day one.

60 minStart Course →
Tools & Systems

AI-Informed Workflows

How leading EAs are integrating AI into their day-to-day — what it changes, what it doesn't, and how to use it well.

50 min
Community

Upcoming Live Trainings & Community Events

Virtual sessions, panels, and professional development events — hosted by and for the Base EA community.

Link Coming Soon
Home›Tools You'll Use›Slack
Tool Guide

Slack

Team communication & community hub

Open Slack ↗

Welcome to Slack

Slack is our primary communication tool at Base. We use email only for important or lengthy messages — everything else happens here.

💬
Default to Slack

Day-to-day communication, questions, and quick collaboration all happen here.

📧
Email for the important stuff

Reserve email for longer messages, deliverables, or anything needing a paper trail.

⭐️
Star your key channels

Star any channel to pin it in your sidebar for fast access.

👤 Update your profile so teammates know who you are. Follow these instructions →

Base EA Slack Channels

#ask_the_communityAsk questions, workshop challenges, and get advice from fellow Base EAs.
#celebrationsEA anniversaries, client wins, milestones, and moments worth recognizing.
#client_opportunitiesActive and upcoming client opportunities shared by the Base Talent team.
#ea_resourcesTools, templates, guides, and tips. Feel free to contribute anything useful.
#generalImportant announcements, updates, and requests from the Base team.
#professional_developmentLive events and free resources — articles, podcasts, videos, and more.
#project_opportunitiesOffer, request, and collaborate on short-term or ad-hoc client projects.
#tool_supportQuestions and troubleshooting for Harvest, Wingspan, Slack, Base software, and Teachable.
#welcome_to_baseYour starting point before your first client match. Onboarding updates shared here.Start Here
💡 Once matched, you'll move out of #welcome_to_base and gain access to all other channels.

Communicating on Slack

Notifying People in a Channel

CommandWho it notifiesWhen to use it
@nameA specific personWhen you need one person's attention
@hereAll currently active membersMost of the time — use this as your default
@channelEveryone, active or notOnly for truly important announcements

Slack Integrations

Google DriveReceive Slack notifications when someone comments on or shares a doc with you.
Google CalendarGet notified in Slack when a meeting is about to start.
GiphySend gifs in channels and DMs — a small thing that goes a long way in community.
💬 Questions? Email talent@basehq.com, post in #tool_support, or visit the Slack Help Center.
Home›Tools You'll Use›Harvest
Tool Guide

Harvest

Time tracking & billing

Open Harvest ↗

Introduction to Harvest

EAs use Harvest to log hours on client accounts. You'll also use it to bill for new EA set-up, internal Base requests, and vacation coverage for fellow EAs.

💰
You get paid properly

Every hour you log is an hour you're compensated for.

📊
See where your time goes

Harvest data supports informed conversations with your client about priorities.

📋
Clients get reliable reports

Base sends monthly productivity reports on the 7th — powered by your Harvest data.

General Guidelines

💡 Add the Harvest browser extension and desktop app for easy one-click time tracking.

Categorizing and Naming Your Projects

💡 If your note captures the purpose of the work, it's specific enough.

Managing Your Client's Block

💡 Overcommunication about time is always better than a surprise overage.

Creating a Detailed Time Report

  1. Click Reports, then Detailed Time.
  2. Choose client(s), or leave blank to see all projects.
  3. Filter by project and task as needed.
  4. Select yourself under Team to see only your hours.
  5. Check Include archived items for older projects.
  6. Click Run Report.
💡 Base sends monthly productivity reports on the 7th of each month. Your Harvest data powers them.

How Base Invoices Clients

Clients are invoiced on the first business day of each month for pre-paid hour blocks (20–160+ hrs). Unused hours don't roll over. Overages bill the following month. All hours must be logged by EOD on the last day of the month.

💡 Always confirm client approval before working additional time beyond their block.

Frequently Asked Questions

Why do we use Harvest if we also invoice separately?

Harvest powers accurate monthly invoicing, productivity reports, and seamless project coverage across Base EAs without billing delays.

Is time spent approving my invoice billable?

No — as a 1099 contractor, invoicing is a service for your business, not the client. Since invoices auto-generate through Wingspan, it typically takes just a few minutes.

Home›Tools You'll Use›Wingspan
Tool Guide

Wingspan

Invoicing, payments & benefits

Open Wingspan ↗

Getting Started with Wingspan

Wingspan is Base's invoicing platform for contractor payments, plus access to health insurance and financial services. Once matched with your first client, look for this email:

📧 "Base invited you to onboard via Wingspan" — Your invitation link is inside. Don't skip it.
  1. Click Get Started in the invitation email.
  2. Create your account and enter all required information.
  3. Add your SSN or Tax ID# (required even with an LLC or Sole Partnership).
💡 Already have a Wingspan account? Your setup will skip the info-gathering step.

How Wingspan Works

1st
1st of each month

Your Harvest hours are sent to Base and Wingspan. Your invoice becomes available to review.

10th
Deadline — 10th of each month

Log into Wingspan and click Accept Invoice. Missing this deadline may push payment back by one month.

15th
15th of the following month

Payment is issued. Example: July hours are paid on August 15th.

📅 Set a recurring calendar event or Slackbot reminder around the 8th so you never miss the approval deadline.

Disputes & One-Time Payments

If your invoice is incorrect, select Dispute Invoice instead of Accept. Write a detailed message — it goes directly to Base Accounting. Once corrected, return to Wingspan to accept.

⚠️ Disputes filed close to the 10th deadline may cause a payment delay.

Success payments are added automatically — no action needed. Reset Specialists: email talent@basehq.com with your name, assignment, and payment amount once complete.

Helpful Links & Benefits

Wingspan SupportContact the Wingspan help deskPayouts & InvoicingPayment timelines and invoice detailsTax Withholdings & 1099sTax support and year-end formsHealth BenefitsHealth insurance for contractorsBusiness Insurance & PerksCoverage and lifestyle benefitsWingspan WalletFinancial management for contractors
💬 Questions? Email accounting@basehq.com or post in #tool_support on Slack.
Home›Tools You'll Use›Base Software
Tool Guide

Base Software

Your EA platform for scheduling, communication & tasks

Open Base ↗

Your EA Platform

As a new Base EA, you'll gain access to the Base platform once you're matched with your first client. It's designed specifically for Executive Assistants — built to streamline scheduling, communication, and task management.

📅
Scheduling

Manage your executive's calendar, handle meeting requests, and stay ahead of what's coming up.

💬
Communication

Keep your executive's inbox organized and stay on top of what needs a response.

✅
Task Management

Track projects, delegate effectively, and make sure nothing falls through the cracks.

💬 Questions? Email talent@basehq.com or post in #tool_support on Slack.

Watch the Overview Demo

Before you dive in, take a few minutes to watch this walkthrough. It'll give you a clear picture of how the platform works and how it can support your day-to-day.

Optional
Base Platform Walkthrough

A closer look at the Base software — designed specifically for EAs to streamline scheduling, communication, and task management.

Watch Demo →
💡 Recommended before your first client match — the fastest way to feel confident walking in.
Home›Policies & Expectations
Policies & Expectations

Base Processes, Policies & Expectations

Everything you need to know about how Base operates. Use the menu to navigate to what you need.

Pay & Contracts
Travel & Expenses
Time Off
Client Relationships

Contract Renewals & Rate Negotiations

At Base, we're committed to fair, transparent, and competitive compensation. Your rate is based on a consistent, predictable system — not on how well you negotiate.

⚖️
Fair

No negotiation games. Everyone operates on the same consistent criteria.

🔍
Transparent

We operate without secrets. Your earnings are private — shared only when necessary.

📖
Easily Understood

Everyone should know what affects their rate and how to progress over time.

💰
Competitive

Your compensation is on par with or better than similar roles elsewhere.

How to Request a Rate Negotiation

For annual contract renewal, reply directly to your anniversary email. For out-of-cycle negotiations, email talent@basehq.com. Include: your name, client name(s) and block size(s), length of relationship, your hourly rate request, evidence of exceptional performance, a summary of why you feel you deserve a rate increase, and whether you're comfortable with Base contacting your client to confirm feedback (Y/N).

💬 Pay questions? Email talent@basehq.com.

Success Payments

Base believes in recognizing contributions that support our growth — whether that's bringing in new clients, deepening existing relationships, or simply showing up with excellence over time.

Client Referral Payment

💛 $500 Referral Payment

Refer a new client from a new organization who signs on for at least 40 hours/month and stays with Base for at least 3 months. Add-ons from existing organizations do not qualify.

Client Relationship Payments

MilestonePayment
1 year with client$150
2 years with client$200
3 years with client$250
4 years with client$300
5+ years with client$350

Project Opportunities

Through the #project_opportunities Slack channel, Base EAs can pick up extra work from fellow EAs or find coverage for their own client projects.

💡 You're eligible to take on projects once you're matched with your first Base client and set up with tools.

How to Claim a Project

1
Join #project_opportunities on Slack

Make sure you're a member so you don't miss new postings.

2
Find a project that fits

Look for posts that align with your skills and current capacity.

3
Reply in a thread

Tag the posting EA in a thread reply — projects go fast.

4
Get set up in Harvest

Email talent@basehq.com to get added to the client's Harvest project.

Client Travel Policy

Base doesn't require travel, but supports it when mutually beneficial. Clients are responsible for all travel-related costs.

Before You Travel — Align on the Following

  • Flying or driving? If driving and unable to work, bill transit time in Harvest.
  • Will there be downtime for other clients?
  • Any additional work-related expenses?
  • Does your client have a formal travel policy, per diem, or budget?
✈️ Flights & Transport

Book via the client's card. Consider linking to Uber or Lyft for single-use access.

🚗 Mileage

Reimbursed at the IRS standard rate. Do not also request fuel reimbursement.

🏨 Hotel

Confirm budget upfront. Incidentals (mini-bar, room service) are not reimbursable.

💬 Questions about travel? Contact success@basehq.com.

Expense Reimbursement

All reimbursable expenses are processed through Harvest and Wingspan. Get written approval before incurring any expense.

💡 Expense reimbursements are non-taxable and won't appear on your 1099. All expenses must be logged in Harvest within 30 days.

How to Report an Expense in Harvest

1

Open Harvest and click Expenses from the top menu bar.

2

Click New Expense and select a project.

3

Enter the amount, date, and detailed notes. Attach a photo of your receipt.

4

Select whether the expense is billable. If yes, contact success@basehq.com to confirm.

5

Click Save Expense.

Vacation Planning Guide

Base is happy to offer standby coverage for your client while you're out. If your vacation is 3 business days or less, coverage likely isn't needed.

💡 You can bill up to 1.5 hours per client in Harvest for vacation coverage planning (Base Internal Requests → Vacation Coverage Planning).
4–6 Weeks Out
  • If your client would like coverage, complete the time-off form to indicate your dates.
4 Weeks Out
  • Post in #project_opportunities to find a covering EA.
  • Once selected, email talent@basehq.com.
3–4 Weeks Out
  • Identify projects and tools your back-up EA will need access to.
  • Begin writing SOPs and key processes.
1 Week Out
  • Finalize training and access with your back-up EA.
  • Email talent@basehq.com to get your back-up EA added to the client's Harvest project.
  • Remind your client of the coverage plan and your dates.

Short-Term Leave

If you're welcoming a new family member, managing a health issue, or need extended time away for personal reasons — you're encouraged to take a short-term leave. Base will work with you to develop a plan, arrange temporary client coverage, and support your return when you're ready.

🌿 When you return, we'll work with you to transition back while keeping any new or changed capacity in mind.
💬 To get started, fill out the short-term leave survey. Questions? Email talent@basehq.com.

Client Transitions

Base's policy is that any EA wishing to end a client engagement provides a 2-week notice directly to Base — before informing the client. We prioritize troubleshooting before approving a transition, but if a transition is needed, we'll support you through it.

EA-Initiated Transitions

1
Inform Base first

Email talent@basehq.com with your client's name, how long you've worked together, your reason, and your ideal last day.

2
Decide when to notify your client

We strongly encourage you to share the news directly — typically during a check-in call.

3
Create an EA–Client Transition Guide

Review and update your client documentation — communication preferences, working style, SOPs, and general notes. The incoming EA will receive this document.

4
Complete the transition

Base will begin matching the client with a new EA and remove you from the client's Harvest project and Base software once complete.

💬 Transitions can be tough. We're here for you throughout. Reach out to talent@basehq.com anytime.

Gifts from Clients

Accepting non-monetary gifts is allowed and does not violate any contractor agreements.

✅ Allowed

Non-monetary gifts of any kind. No action needed — enjoy them!

⚠️ Requires Processing

Monetary gifts must be processed through Base to maintain compliance. 100% of the gift goes to you — Base simply handles the processing.

💛 If your client wants to send a monetary gift, reach out to success@basehq.com and we'll take care of it.
Home›EA Resources
Resources

Everything You Need, In One Place

Templates, guides, and tools to help you hit the ground running.

Teachable courses

Self-paced learning to help you grow in your role at Base.

Welcome to Base's talent cloud!

Your introduction to life as a Base EA

›

First 30 Days Onboarding Plan

A structured plan for your first month with a new client

›

Foundations for EAs

Core skills and best practices for executive assistants

›

Guides

Practical playbooks for common moments in the EA role.

GTKY call guide

How to run a strong getting-to-know-you call with a new client

›

The slow season survival guide

How to stay productive and proactive during quieter stretches

›

Tools

The systems you'll use day-to-day to stay organized and get paid.

Talent portal

Manage your profile, interests, and client matches

›

Harvest

Track your hours and log time for each client

›

Slack

Your community hub and primary communication tool

›

Wingspan

Receive payments and manage your contractor invoices

›

Base software

The core platform that powers your workflow with clients

›

Helpful links

Forms, templates, and directories you'll reference throughout your time at Base.

Base EA community directory form

Add yourself to the community directory

›

Base EA community directory

Connect with fellow Base EAs across industries and locations

›

Kick-off call agenda template

A ready-to-use agenda for your first call with a new client

›

30 day action plan template

Structure your first month with clear priorities and milestones

›

Vacation coverage form

Request back-up support for planned time off

›

Short-term leave form

Notify Base of unplanned or short-notice absences

›

EA <> client transition guide

How to wrap up or hand off a client relationship thoughtfully

›