Executive Assistant

Assistant SOP
MANAGING EMAILS
Inboxes
Provide email/s
Provide Password/s
Tagging the emails
Personal – All matters that does not pertain to business matters -Car, home, family, etc
Sales & External – Meetings regarding potential clients
Internal – Company internal emails
Hiring process – Emails regarding job applicants and interviews
Legal – Paperwork, lawyers, taxes, accounting
Flights and Hotels – Travel arrangements
Events – Company or external events or speaking engagements
Deleting Emails
Cold sales pitches (unless it sounds good – use your own judgment)
Notification Emails (Stripe,Social media etc)
On personal emails(if managing)l – UNSUBSCRIBE from everything unimportant that is ongoing
Notifying Executive of Emails
Emails that cannot be resolved by EA or emails that are an opportunity for the company to make money
Use your own judgment
Replying to all emails
Always REPLY ALL
Change sender to EA’s email (Never respond as Executive unless instructed to)
Make sure you always CC: Executives email
End of Day Updates
Remind executive of all unaddressed emails/tasks
MANAGING THE CALENDAR
Ensure all calendars are synced if using multiple emails
Color Coding
Personal – Personal scheduled times (family, friends or events)
Sales & External – Meetings regarding potential clients
Internal – All internal meetings
Content – Instagram,FB Messages,
Current Client – Existing clients
Consulting – 1:1 Consulting
Hiring – Potential hires or interviews
Travel – Flights or hotel stays
Events – All business events
Task Work – Blocks of time dedicated to task(no meetings)
FLIGHT & TRAVEL
Airlines
Provide preferred airlines when booking travel (personal/business travel)
Seat selection
Provide preferred flight seat selection when booking travel
Credit Card Information Travel for work
Provide preferred card to use for travel
If AE does not have access to the physical card at all times include all card information
Provide AE with login information and member information for travel platforms
TSA Precheck
Delta Skymiles
Hilton Honors
Marriott Bonvoy etc
FINANCIAL INFORMATION
Bank information (Personal/Business)
Account Number
Routing number
Institution name and address
Login information for financial platforms (Personal/Business)
PayPal
Venmo
Zelle ect
ADDITIONAL LOGINS
Provide all login information for systemes AE will need to use
Company software platforms
Personal logins (if managing)
EMAIL TEMPLATES
Provide any email templates that are used in responses for easy access for AE and to have consistently throughout email responses on specific topics
PERSONAL MATTERS (If applicable)
Provide a list of lunch options if part of AE’s responsibilities
Provide any food allergies
Provide any additional information regarding personal matters that needs to be attended to by AE