- **Unified view** — see all 3-5 executives' calendars in one place - **Instant availability** — find meeting times across the executive team in seconds - **Schedule confidentiality** — each executive's private commitments stay hidden - **Real-time updates** — any calendar change syncs instantly - **Privacy by design** — meeting details never leak between executives' schedules

Calendar Sync for Virtual Assistants

Manage multiple executives' calendars simultaneously with unified availability. Keep each executive's schedule private from the others.

The problem

Virtual assistants often manage 3-5 executives’ calendars at once. Each executive has their own Google or Outlook account, and you need to see all of them at a glance to find meeting time that works across the executive team. But the calendars are in separate accounts, and switching between them constantly is inefficient.

More critically, executives’ schedules must remain confidential from each other. Executive A can’t see what Executive B has scheduled, even though you manage both of their calendars. When scheduling a meeting with both executives, you need to show each of them only their own availability, not their colleague’s private schedule.

A day in the life: The multi-executive coordination nightmare

You’re a virtual assistant managing three C-suite executives. The CEO (Alex) uses Microsoft 365. The COO (Jordan) uses Google Workspace. The CFO (Sam) uses iCloud for work email. All three need to be in a budget review meeting next Thursday, and you’re scrambling to find a time that works.

You start by switching between three separate calendar applications:

Check Alex’s Outlook: 2-3 PM looks free.
Switch to Jordan’s Google Calendar: 2-3 PM is blocked for a vendor call.
Switch to Sam’s iCloud calendar: 2-3 PM is blocked for a board preparation session.

Try 1-2 PM:

Alex’s Outlook: 1 PM has back-to-back meetings with direct reports.
Jordan’s Google: 1 PM is blocked with investor relations.
Sam’s iCloud: 1 PM is blocked with a strategic planning session.

This is infuriating. You’re spending 30 minutes clicking between three applications to find a 30-minute slot. By the time you find a time (say, 4:30 PM Thursday, which is only available because Sam has a short lunch window), an hour has passed.

But here’s the bigger problem: when you present the 4:30 PM slot to the three executives, Alex says, “Wait, Sam’s calendar shows a ‘Busy’ block at 4-5 PM. Is there a conflict?” Now all three executives can see bits of each other’s schedules, and you’ve accidentally leaked confidential information. Alex sees that Sam has personal time blocked (which Sam doesn’t want Alex knowing about). Jordan sees that Alex has a private meeting at 3 PM (which Jordan doesn’t need to know about).

You’re managing three executives’ schedules, but the three separate calendar applications make it impossible to do your job efficiently while protecting their confidentiality.

How Hetk solves this

Create a unified view by syncing all executives’ calendars to your personal calendar in real-time. Then, for scheduling purposes, set up one-way syncs from each executive’s calendar to a shared “team availability” calendar with “Mark as Private” so only busy/free information is visible — no details.

Typical setup for a VA managing 3 executives

Sync	Direction	Privacy	Purpose
Executive A → Personal	One-way	None	You see all of Exec A’s meetings
Executive B → Personal	One-way	None	You see all of Exec B’s meetings
Executive C → Personal	One-way	None	You see all of Exec C’s meetings
Executive A → Shared Team	One-way	Mark as Private	Team sees Exec A is busy, not details
Executive B → Shared Team	One-way	Mark as Private	Team sees Exec B is busy, not details
Executive C → Shared Team	One-way	Mark as Private	Team sees Exec C is busy, not details

What this gives you

Unified view — see all 3-5 executives’ calendars in one place
Instant availability — find meeting times across the executive team in seconds
Schedule confidentiality — each executive’s private commitments stay hidden
Real-time updates — any calendar change syncs instantly
Privacy by design — meeting details never leak between executives’ schedules

High-volume sync coordination

Virtual assistants handle frequent changes — last-minute calls, rescheduled meetings, travel updates. Hetk syncs changes within seconds via webhooks, so your unified view is always current. When you block time for an executive’s travel on their personal calendar, it instantly appears as unavailable on your coordination view.

Cross-provider support

One executive might use Google Workspace, another Microsoft 365, and a third might use iCloud for personal email. Hetk syncs any combination of these providers seamlessly, so you can manage executives across different email and calendar systems.

Pricing

Personal plan ($15/year) — up to 3 calendar syncs, perfect for VAs managing 2-3 executives
Professional plan ($50/year) — up to 8 calendar syncs, ideal for VAs coordinating 4-5+ executives or managing team calendars

Both plans include one-way and bi-directional sync, privacy controls, and real-time updates.

Getting started

Connect your personal calendar to Hetk (Google, Outlook, or iCloud)
Connect Executive A’s calendar to Hetk (their Google or Microsoft account)
Create a one-way sync from Exec A’s calendar to your personal calendar — now you see all their events
Repeat steps 2-3 for each additional executive (Exec B, Exec C, etc.)
Optionally create a shared “team availability” calendar (Google or Outlook) and sync each executive’s calendar there with “Mark as Private” for team-wide scheduling
Within seconds, all executives’ calendars appear on your personal calendar with real-time updates

You now have a unified view of all executive schedules, with each executive’s privacy fully protected. Schedule team meetings knowing exactly who’s available, and block personal time for executives knowing it stays confidential from their colleagues.

Detailed setup walkthrough

Managing multiple executives’ calendars with unified visibility and confidentiality:

Connect your personal calendar to Hetk — This is your unified administrative view. You’ll see all three executives’ schedules in one place.
Add Executive A (Alex) calendar — Request access to Alex’s Microsoft 365 calendar. Add it to Hetk.
Add Executive B (Jordan) calendar — Request access to Jordan’s Google Workspace calendar. Add it to Hetk.
Add Executive C (Sam) calendar — Request access to Sam’s iCloud work calendar. Add it to Hetk.
Create one-way syncs from Alex → Personal, Jordan → Personal, Sam → Personal — All three executives’ calendars now appear on your personal calendar with full details. You see every meeting, every block, every commitment across all three executives in one unified view. You can find a 30-minute budget review slot in 5 minutes instead of 30.
Create a shared “Executive Team Availability” calendar — In one of your company’s calendar systems (usually Google Workspace or Microsoft 365), create a shared calendar called “Executive Team Availability” and invite all three executives.
Create one-way syncs from Alex → Team Availability, Jordan → Team Availability, Sam → Team Availability, all with “Mark as Private” — Now each executive can see the others’ availability (for scheduling team meetings) without seeing their peers’ confidential details. Alex sees that Jordan is “Busy 2-3 PM” but doesn’t see it’s an investor call. Jordan sees that Sam is “Busy 1-2 PM” but doesn’t know it’s personal time.
Optional: Sync back from Team Availability to each executive — Some teams want each executive’s calendar to show when the executive team is unavailable collectively. This requires additional bi-directional syncs, but it keeps everyone aware of team-level commitments.

Result: Next Thursday morning, you open your personal calendar. You see Alex’s 1-4 PM is booked with back-to-back meetings. Jordan has 1-2 PM and 2-3 PM blocked. Sam has personal time 1-2 PM and 4-5 PM, plus a board session 3-4 PM. The only slot all three are free is 4:30-5 PM. You confirm the budget review for Thursday 4:30 PM in 30 seconds.

When you send the meeting invite to all three, they check the Team Availability calendar (which shows only “Busy” blocks without details) and see that 4:30 PM works for everyone. Nobody’s confidential schedule is exposed.

Privacy considerations for virtual assistants

When managing multiple executives, confidentiality is paramount:

Executive-to-executive confidentiality — Alex can’t know that Jordan has investor relations calls. Jordan can’t know that Sam blocks personal time. Syncing with “Mark as Private” ensures each executive sees only peers’ availability, not their calendars’ details.
Personal time protection — If Sam has a therapist appointment, a confidential medical procedure, or a personal financial meeting, that stays off everyone else’s radar. Executives need to block their personal time to be unavailable, but no one else needs to know why.
Board/governance separation — If executives have separate board calendars, those can be synced only to your personal view, not to the team view. You see everything; the team sees only what’s appropriate.
Delegation restrictions — Hetk doesn’t prevent you (as the VA) from seeing full details. Your role is to have complete visibility. But when syncing to executives’ shared views, “Mark as Private” ensures they see only what’s necessary for coordination.

Frequently asked questions

Q: If I sync each executive’s calendar to my personal calendar, am I violating their privacy?

A: No. You’re their virtual assistant — seeing their full calendar is part of your role. They grant you access explicitly. You need to see all their commitments to do your job (prevent conflicts, schedule effectively, manage their time). Hetk just consolidates what you already have access to into one unified view. The privacy controls come into play when syncing to the shared “Executive Team Availability” calendar, where you strip details so executives can’t see each other’s confidential meetings.

Q: What if one executive doesn’t want another executive to know they have personal time blocked?

A: You can set up syncs selectively. For example, sync Alex → Team Availability and Jordan → Team Availability with “Mark as Private”, but don’t sync Sam → Team Availability (or only sync Sam’s work meetings, not personal blocks). This requires a bit more configuration, but it’s fully supported. You could also use separate team availability calendars for different meetings (one for executive team meetings, one for board coordination), and sync only the relevant executives to each.

Q: Can I manage more than 3-5 executives? What’s the limit?

A: The Personal plan ($15/year) supports up to 4 calendars total (your personal + 3 executives). If you manage 4-5 executives, upgrade to the Professional plan ($50/year) for 8 calendars. You can sync your personal calendar plus 7 executives’ calendars simultaneously. If you manage more than 5-7 executives, or if you need more complex team arrangements, contact Hetk support about enterprise options.