Executive Admin

Key Areas of Responsibilities


Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the CEO addresses only the most critical items.

Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive.

Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments.

Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.

Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the CEO's availability.

Financial Monitoring: Keep an eye on expenses and budgets related to the CEO's activities and office.

Project Tracking: Stay informed about key business projects and deadlines to advise and update the CEO as needed.

Time Management: Continuously look for ways to make the CEO's schedule more efficient.

Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities.

Personal Appointments: Handle personal appointments to ensure a balanced lifestyle for the CEO.

Confidentiality Management: Safeguard sensitive information, ensuring privacy and security.

Task Prioritization: Regularly assess tasks and priorities to align with the CEO's strategic goals.

Team Communication: Act as a liaison between the CEO and other staff members or departments.

Feedback and Reporting: Gather and relay relevant feedback or reports to the CEO for informed decision-making.

Problem-Solving: Anticipate and address potential issues before they reach the CEO, ensuring smooth operations.
Please follow up on this application with your resume and in the subject line reply “Eden”

MORE DETAILS

Protect CEO’s Time: Filter all inbound requests to keep an eye out for important people/places/things and help prioritize them.
Efficiency in Calendar: Be as efficient as possible. Be clear, and committed, and include context.
Appreciates the Response: Every email and correspondence should be answered clearly and kindly, whether that’s a clear ‘yes’ with the appropriate calendar info for an upcoming meeting or a ‘not at this time’ reply.
Design the Play: Be preemptive. Come prepared and aware of all the moving pieces and how to address them beforehand.
Prioritize Revenue: Order tasks based on what will generate the biggest outcome to support revenue. Profit solves all problems. Making or saving money is a priority.
Key Areas of Responsibilities

Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the CEO addresses only the most critical items.
Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive.
Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments.
Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.
Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the CEO's availability.
Financial Monitoring: Keep an eye on expenses and budgets related to the CEO's activities and office.
Project Tracking: Stay informed about key business projects and deadlines to advise and update the CEO as needed.
Time Management: Continuously look for ways to make the CEO's schedule more efficient.
Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities.
Personal Appointments: Handle personal appointments to ensure a balanced lifestyle for the CEO.
Confidentiality Management: Safeguard sensitive information, ensuring privacy and security.
Task Prioritization: Regularly assess tasks and priorities to align with the CEO's strategic goals.
Team Communication: Act as a liaison between the CEO and other staff members or departments.
Feedback and Reporting: Gather and relay relevant feedback or reports to the CEO for informed decision-making.
Problem-Solving: Anticipate and address potential issues before they reach the CEO, ensuring smooth operations.
Task Cadence
Daily
This is the daily flow of the CEO’s Admin.
Review the CEO’s Calendar for the day ahead
Process the CEO’s Inbox
Goal: 0 Inbox by 10 AM EST and again at 5 PM EST
Process your Inbox
Schedule any calls or meetings requested (outside of clients)
Sure up any speaking engagements
Create a to-do list for the day, complete by EOD.
Add to it any ordering
Voxer requests
Slack message request
Processing emails that require specific actions (Like signing legal documents, or customer service requests)
Prepare for meeting with the CEO
Update your Admin Agenda
Research/ book any requested travel
Briefly review the CEO’s Calendar for 6-weeks ahead
EOD, before signing off:
Go through your inbox and address all lingering questions,
Write summaries or notes to emails you’ll work on tomorrow to denote any progress you’ve made,
Compile your ‘To Do’ list for the following day.
Weekly
Audit the CEO’s Calendar for 6 weeks ahead:
Confirm all calendar invites have been accepted, follow up if not
Review all client programs in the calendar
Confirm that there are weekly meetings with the CEO’s wife to discuss the calendar and upcoming events/travel etc.
Review the travel schedule, and update it accordingly.
Review and confirm family commitments
Monthly
Quarterly
Annually
Admin Meeting
As a new admin, meeting with the CEO will help you become clear on expectations and outcomes. First, you will meet with the CEO every day. After 4-6 weeks, you’ll meet three times a week. After three months, you will meet once a week.
Building Your Meeting Agenda
Building and maintaining an up-to-date meeting agenda is a vital activity each day. Every meeting agenda should include these 8 parts, in this order:
A Title. Outlined like so, “Admin Meeting, [your name] & CEO, [date]”
Meeting Action Items. List the names of all meetings the CEO has had since the last time you spoke. Confirm there is nothing that you need to do for those.
Calendar review. Have the calendar pulled up and open so that the CEO can easily follow along.
Previous Meetings. For each meeting the CEO has had since the last meeting, ask them if there’s any follow-up or action required.
CEO’s Agenda. Ask the CEO if he has any feedback, or anything on his list that he’d like to discuss with you.
Closing the Loop. List any action items that have been resolved or finalized since you last met.
Assistant to Review. Present any challenging emails or opportunities that the CEO might be interested in.
Projects. List in order of importance all the projects you are working on that need assistance from the CEO to resolve. Be succinct and offer 3 resolution options for any problem.
Questions for CEO. Create a list of questions to help you understand the business and the CEO better. If you have extra time during your meeting, run through as many as possible.
Running Your Admin Meeting
Come prepared. Have all necessary documents, links, or items that need to be reviewed, opened, and easily accessible.
Begin by sharing your screen so that the CEO can follow along with the meeting agenda and calendar review.
Stay succinct, and summarize all points as quickly and clearly as possible.
Take notes of any action items that need to be taken care of after the meeting.
Ask questions. This is your time to get to know the CEO and ask as many questions as you have.
Processing CEO Calendars
Purpose: To help design the CEO’s calendar so that he knows exactly where he needs to be, with all relevant information required for the meeting, and with no surprises.
During travel, add any documentation, times, confirmation numbers, etc. so that the CEO can work off of the calendar and have reminders when possible.
CEO’s Perfect Week
Before committing anything to the CEO’s calendar, refer to this basic schedule:
Monday to Friday:
Mornings:
Lunch:
Afternoons:
Evenings:
Late evening:
Fridays:
Weekends:
Saturday/ Sunday:
Special Considerations:
Creating Calendar Invites
1. Rules for Creating Invites
2. Creating the Perfect Calendar Invite
Creating the Invite:
Include a description of all the components of a calendar invite.
Adding Guests:
Add the emails for any guests being included in the event and send calendar invitations
Length of Calls:
Add preference(s) here.
Examples of Using Specific Colors for Events:
Blueberry - Block time to achieve business, personal, or family goals + personal appointments
Red - Client Calls
Yellow - Calls / Meetings / Team Meeting
Ex. Weekly Team Meetings, calls w/friends or non-client
Sage - Travel
Ex. flights, hotel check-ins, rental car pickups, etc.
Peacock - Fitness + Meal Reminders
Ex. Crossfit, Breakfast, Lunch
Grape - Speaking Engagement / Paid Engagement
Basil - Networking Engagement
Ex. Founders lunch/dinners, Community support
4. How to Notify CEO of Confirmed Calls
5. Adding a Day-Of Calendar Entry
Process for adding a same-day event...
6. Time In-Between Meetings
How much of a buffer do you need in between meetings?
7. Scheduling Drive Time for Out-of-office Events / Appts
8. Notifying Others of the CEO’s Schedule
9. Final Checks
Scheduling Speaking and Podcast Days
Quarterly, schedule a full day to get as many interviews completed as possible:
Choose a date in the CEO’s calendar that is very “open” so that he can devote the entire day to podcasts
Confirm with the CEO that he is ok with that date
Block off the date in the calendar by booking the whole day and marking it as ‘busy’
Reaching out to Podcast Hosts
Throughout the year, create a list of podcasts that have reached out.
Send email to podcast hosts:
“Hi [podcast host name],
[CEO] is very excited to work with you on your podcast! He will be doing a podcast recording day on [date].
Please see the Calendly link below to choose a time slot with the amount of time needed for your podcast recording: [podcast calendly link]
Once your time slot is chosen I will send along a link to get a bit more information from you in regards to your podcast!
Thanks so much! Let me know if you have any questions.
[Name]
Requirements for Finding Potential Podcasts/Interviews
Research potential podcast:
Format:
Times:
Length:
Booking Travel
Purpose: Creating a procedure that reduces the time, guessing, and back & forth to create an amazing travel experience for the CEO. All aspects of travel should be booked with enough time beforehand to secure the best pricing, best options, and notice to everyone involved in the trip. Below is a complete list of details and preferences for booking hotels, flights, etc. for the CEO and how to create the master TRIP file for the CEO’s reference.
Expectations and Timelines
X Weeks Out
X Weeks Out
Week Before
Steps to Booking Travel
1. Determine Travel Dates
2. Create a Trip File in Google Drive
3. Research Trip Details
4. Create Calendar Reminders
5. Create Calendar Events
Book Accommodations/Transportation
Flight Preferences:
Duration:
Connections:
Airlines:
Class:
Seats:
Time of departure:
Time of arrival home:
Time away:
Hotel Preferences:
Transportation Preferences:
Uber:
Car Service:
List of preferred places to hire a car, based on location
Car Rental:
List of car rental companies that are vetted or with a previous account
How to Update Calendar with Flight Information
How to Handle Delays or Cancellations
Final Checks
Processing CEO Inbox
Purpose: The goal of processing the CEO’s email inbox is so that he has a clear understanding of which messages require his attention. Secondly, the senders get a responsive reply when it doesn’t require his attention (ex: Scheduling). Finally, to reduce the amount of time the CEO spends on emails and be able to guard his time accordingly. This is done twice a day.
Expectations and Guidelines
CEO’s Inbox Expectations
Initial email response - X day(s)

Email resolution - X day(s)
Online order - X day(s)
Notification of Payment owed - X day(s)
Assistant’s Inbox Expectations
Initial email response - X day(s)

Email resolution - X day(s)
Online order - X day(s)
Notification of Payment owed - X day(s)
How to Process the CEO’s Inbox
How to Handle Unique Email Situations
The rule for Keeping Inbox Clean
Rules for Labeling Emails
How to Respond on the CEO’s Behalf
When responding on the CEO’s behalf for the time use this basic template:
This is [Your Name], [CEO]’s assistant.
I got to your email before he did and thought you'd appreciate a speedy reply……
Common Requests and Responses
Try to use the basic templates for responding on the CEO's behalf. They save time and are the approved ways of responding to someone.
When responding to pass on an investment opportunity
This is [Your Name], [CEO]’s assistant.
I got your email before he did and thought you’d appreciate a speedy reply.
Thank you very much for considering Dan for this investment opportunity in [XYZ product]. Unfortunately, at this time Dan is heads down working with coaching clients and is not looking at any new deals outside his immediate network.
We wish you all the best on your journey of innovation, growth, and success :)
All the best!
When responding to pass on an event invitation
This is [Your Name], [CEO]’s assistant.
I got your email before he did and thought you’d appreciate a speedy reply.
Thank you very much for inviting Dan to [XYZ Event]. Unfortunately, at this time Dan is heads down working with coaching clients and is not available to attend.
We wish you all the best with your event!
Thanks!
When passing on a writing or blog collaboration
Hi [Name],
This is [Your Name], [CEO]’s assistant.
I got to your email before he did and thought you would appreciate a speedy reply.
Thank you very much for putting these pitch ideas together, your desire to collaborate with Dan is flattering. Dan is very committed to creating great content, unfortunately, he isn't co-collaborating on his site at this time.
Keep up the writing :)
[Your Name]
Final Checks
Coordinating with the House Manager
Purchasing for CEO
Purpose: Purchasing is a very broad category with many different sections. When purchasing for the CEO, follow purchasing for CEO guidelines.
Types of Purchases
Company Purchases
CEO Personal Purchases
Gifting for:
Clients
Friends
Family
CEO Preferences
Ordering Book/ Audio Book for CEO:
How to Make Larger Purchases
Processing Returns
Purchasing Gifts for Others
General Gifting Checklist:
Research Host or Event Organizer Information
Search for a Gift or Communicate with the Gift Company
Get Approval for a Gift from the CEO
Purchase Gift
Track Shipping and Update CEO
Gifting Options:
Managing 1 Password
1Password is used to manage all password accounts that the team has access to.
Saving a Password or Login to 1Password:
Adding a New User to 1Password:
Will also be responsible for outgoing, and follow-up calls and well as emails. If this is something that you think you can manage please follow up on this application with your resume and put in the subject line reply “Eden”