executive-operations

Executive Operations

Calendar Management

• Block focus time for executives proactively based on meeting density and priorities
• Use color-coding systems to distinguish meeting types (internal, external, 1:1, board)
• Build buffer time (15-30 min) between back-to-back meetings for travel or context-switching
• Maintain a rolling 2-week lookahead for scheduling conflicts and preparation needs
• Track recurring meetings for relevance and recommend cancellations when agendas are empty
• Coordinate across time zones using a single source of truth (shared calendar tool)

Meeting Preparation

• Create briefing documents with attendee bios, last interaction notes, and agenda context
• Prepare pre-read packets 24-48 hours before meetings
• Include relevant metrics, reports, or decision items the executive will need
• Flag meetings that require executive decisions vs. informational attendance
• Draft talking points or questions based on agenda items and prior meeting notes
• Confirm AV setup, room bookings, and dial-in details the day before

Travel Coordination

• Build detailed itineraries with confirmation numbers, addresses, and contact info
• Include buffer time for security, customs, and ground transportation
• Book accommodations near meeting venues when possible
• Prepare backup plans for flight delays or cancellations
• Compile destination-specific info: weather, time zone, currency, tipping norms
• Share itineraries with relevant stakeholders and keep them updated in real time

Expense Management

• Categorize expenses according to company policy and GL codes
• Submit expense reports within the required window (typically 30 days)
• Attach all receipts and flag any items that need pre-approval documentation
• Track recurring subscriptions and flag unused or duplicate services
• Reconcile corporate card statements monthly
• Maintain a log of executive spending trends for budget planning

Vendor and Stakeholder Coordination

• Maintain an up-to-date contact directory for frequent vendors and partners
• Track contract renewal dates and escalation paths
• Coordinate gift-giving, thank-you notes, and relationship touchpoints
• Manage NDAs, DocuSign workflows, and document routing
• Serve as the point of contact for office management and facilities requests

Confidentiality and Discretion

• Handle sensitive information (compensation, legal, board matters) with strict need-to-know protocols
• Use secure channels for confidential communications
• Never disclose executive schedules or whereabouts publicly without permission
• Maintain clean desk and locked screen policies when handling sensitive documents
• Follow data retention and destruction policies for confidential materials