If you’re an Executive Assistant, chances are you’re juggling back-to-back meetings, last-minute cancellations, shifting attendees, and constant rescheduling. It can feel like a whirlwind, and more often than not, you’re right at the center of it all. Finding availabilities, updating holds, managing conflicting priorities… all while the clock keeps ticking. We only have so many hours in the day, and this kind of calendar overload adds up fast. Enter our review of Vimcal EA.
We share a lot of tools, tech, and productivity tips here on The EA Campus, but today’s review is a little different. We’re in the unique position of spotlighting a tool specifically designed for Executive Assistants. After spending time with the platform and sitting down with the lovely Dylan from the Vimcal EA team for a walkthrough, I can confidently say that this tool addresses the unique challenges EAs face when managing Executive schedules.
Vimcal EA is a sleek, powerful scheduling layer that integrates seamlessly with your existing Google or Outlook calendar — no switching platforms, no disruptions, and no learning curve. Designed specifically for Executive Assistants, Vimcal doesn’t replace your current system; it enhances it. Once connected, all your existing events sync automatically, and you can begin managing your executives’ calendars with more precision, fewer clicks, and way less back-and-forth.
What sets Vimcal EA apart is how thoughtfully it supports the way EAs work — from managing multiple calendars to coordinating meetings across time zones. With features like drag-and-drop time slot sharing, auto-deleting holds, and instant time zone visibility, you’ll wonder how you ever lived without it.
You don’t need your executives or teammates to be on Vimcal — everything you do in Vimcal syncs seamlessly with their calendars. And crucially, they won’t get flooded with notifications. You’re still the gatekeeper.
If you’re hesitating, you’re not alone — some EAs may worry about adding another tool to their workflow, especially one that comes with a price tag. Others may be concerned about learning a new system or whether it’s truly worth the switch. But Vimcal is designed to integrate, not replace, what you already use. You’re not reinventing the wheel — you’re making it faster and smoother.
And the intuitive design means you’ll be up and running quickly, especially with the help of their onboarding support. The Vimcal EA team offers personalized one-on-one onboarding sessions, where they’ll walk you through each feature, help set up your account based on how you work, and make sure everything is configured properly before you begin. They want you to hit the ground running — and they make sure you’re never left figuring things out alone.
Before we dive into the features, let’s take a moment to talk about why we recorded a demo in the first place. As Executive Assistants, we are constantly looking for ways to streamline the way we manage time — not just for our executives, but for ourselves. With back-to-back meetings, shifting priorities, reschedules, and a never-ending stream of emails asking for availability, our job can quickly become one long game of calendar triage.
The team at Vimcal EA understands this reality. That’s why their demo wasn’t just about showcasing flashy features — it was about showing how each tool was thoughtfully designed to reduce the number of clicks, the back-and-forth emails, the timezone headaches, and the constant context-switching. Everything in Vimcal is built to help us work more efficiently — and, most importantly, to save us time for more strategic, impactful work. Here’s what really stood out to me during the demo:
We’ve all been there – you’re scanning multiple calendars, bouncing between your inbox and your calendar, trying to remember if Thursday at 10am is still free, only to go back and double-check for the third time. It’s slow, error-prone, and exhausting. And when you’re doing this for more than one executive? It’s a huge drain on your day.
That’s the problem Vimcal EA’s Slots feature solves. Instead of manually checking and typing out available times, you just drag and select the slots you want to offer. Vimcal EA instantly creates a polished, email-friendly message with clickable times, ready to paste straight into your email. It’s fast, simple, and removes all the mental gymnastics from the process.
And even better – you can hold those times on your Executive’s calendar automatically, and Vimcal EA will delete the unused ones once the meeting is booked.
If you support executives across time zones (or globe-trotters constantly on the move), you know how complicated scheduling can become. Trying to coordinate a call between London, New York, and San Francisco? You’re constantly flipping between world clocks, Googling time zone conversions, and double-checking daylight saving changes, often just to suggest a single time slot that works for everyone.
That’s exactly the headache that Vimcal EA’s Time Travel feature eliminates. It lets you overlay multiple time zones right in your calendar view, so you can visually compare working hours and quickly find overlaps. Better yet, it automatically adjusts for daylight saving time, so no more surprises when clocks spring forward or fall back. This means fewer errors, less second-guessing, and a lot more confidence when scheduling across regions.
Coordinating internal meetings can often feel like an endless game of calendar Tetris, especially when you’re trying to match the availability of multiple team members across departments or locations. You end up clicking through everyone’s calendars, manually searching for overlaps, and still second-guessing if the time works for everyone.
Vimcal EA’s Meet With feature takes that struggle off your plate. It overlays your colleagues’ calendars directly onto yours and instantly highlights mutual availability, which means no more scanning and guessing. Instead, you will see a clear visual of when everyone is free. When you find a slot that works, one click adds everyone to the invite and starts the meeting setup process. This feature alone makes scheduling much easier, even for the trickiest team calendars.
For offsites, board meetings, or anything that requires a group vote, the back-and-forth emails and vague availability replies can be a total nightmare to manage. Many EAs avoid using polling tools altogether because they often feel clunky, unprofessional, or disconnected from their day-to-day calendar setup. You’re stuck sending separate links, chasing responses, and trying to manually collate everyone’s preferences.
Vimcal EA’s Group Polls feature removes all of that friction. It’s built directly into your calendar and sends clean, professional-looking polls from your own email, which means no third-party branding or messy user experiences. Attendees can vote on their preferred times, leave comments with context (like “available only by phone”), and you can track responses in real-time without needing to switch platforms. It’s a seamless, streamlined solution that makes scheduling complex group meetings faster and far less painful.
I had the chance to walk through Vimcal EA live with Dylan McLeod, and I’ve included the full video below so you can see exactly how the features work in real-time. You’ll get a sense of how easy it is to set up, how polished the tool looks, and how quickly you’ll start saving time (seriously – we’re talking an hour a day, depending on your workload).
If you’re juggling multiple executives, managing complex calendars, or just tired of the inefficiencies of your current system, Vimcal EA is worth exploring. It’s intuitive, fast, and genuinely built with EAs in mind – not just a repurposed calendar tool.
If you have any security concerns, it is worth noting that Vimcal EA is SOC 2, ISO, and GDPR certified, which means no sensitive calendar data is ever stored in their databases. You can confidently use Vimcal EA knowing your data, and your executives’, is protected to the highest standards.
The best part is that you don’t have to figure it out alone. Vimcal EA offers one-on-one onboarding calls to help you get set up and tailor the tool to your workflow. If you are not comfortable integrating a new tool into your system but love the look of Vimcal EA, use their supportive onboarding to help you take the next step.
Integrating Vimcal EA into your workflow is really simple.
Visit Vimcal EA and sign up for your onboarding call.
Rather than leaving you to figure it out on your own, Vimcal EA offers one-on-one onboarding sessions to walk you through key features and customize the experience for your needs. From setting up your availability preferences to holding times for your executives, you’ll immediately see how much time Vimcal EA saves. And because it syncs directly with your existing calendar, there’s no disruption.
Vimcal EA – $62.50/month (billed annually) or $75/month (monthly)
Built explicitly for EAs, this plan includes tailored features like auto-deleting holds, multi-executive management, and time zone preferences per Executive, which is exactly what busy EAs need.
I’ve tested countless tools over the years, and very few have been created with the specific needs of Executive Assistants in mind. Vimcal EA stands out because it was built with us at the center, and every feature reflects a deep understanding of our workflow.
If your day involves managing multiple calendars, dealing with constant reschedules, or trying to find meeting times across time zones, Vimcal EA will save you time – and, let’s face it, your sanity, too! It’s intuitive, it works seamlessly with your existing setup, and it’s designed to make your job easier. That’s why I wholeheartedly recommend it to any EA looking to work more effectively with their Executive, helping to streamline scheduling and free up time for more impactful work.
This is a sponsored post in collaboration with Vimcal EA. While the content reflects my personal experience and opinions, I was compensated for sharing this review.
Share this article:
Join 30,000+ Assistants receiving our carefully crafted weekly newsletter packed with valuable tips, tricks, and insights tailored specifically for Assistants like you.
