Objectives:

Upon successful completion of this course, participants will be able to:

• Proactively anticipate the executive's needs and shield their time for strategic priorities.
• Master advanced calendar management, including delegation, time zone logistics, and buffer time.
• Design, organize, and manage complex domestic and international travel itineraries.
• Handle confidential information and communication with the utmost discretion and security.
• Manage the flow of communication, prioritizing messages and drafting correspondence on behalf of the executive.
• Prepare comprehensive meeting materials and track subsequent action items and decisions.
• Develop a seamless system for expense reporting, budget tracking, and invoice processing.
• Function as a strategic business partner, serving as a liaison with internal and external stakeholders.

Target Audience:

• Executive Assistants (EAs) and Senior Executive Assistants
• Administrative Assistants supporting C-level or VP executives
• Personal Assistants to senior leaders
• Board Administrators and Coordinators
• Anyone transitioning into a high-level executive support role
• Professionals seeking to elevate their strategic partnership with an executive

• Role-playing scenarios for managing a complex travel crisis and sudden re-prioritization.
• Hands-on lab work on advanced calendar delegation and time zone scheduling.
• Case studies focused on ethical dilemmas in handling confidential executive information.
• Individual exercise in drafting an executive-level summary report and meeting agenda.
• Group activity: building a comprehensive, multi-stop international travel itinerary.
• Discussions on best practices for managing up and setting professional boundaries.
• Expense reporting software demonstration and practical reconciliation exercise.

Unit 1: The Strategic Executive Partnership

• Transitioning from reactive task-doer to a proactive strategic business partner.
• Developing deep knowledge of the executive's priorities, goals, and communication style.
• Creating pre-emptive systems to ensure the executive is always prepared for meetings and events.
• Shielding the executive from low-priority interruptions and managing their "gatekeeper" role.

• Establishing protocols for managing sensitive files, emails, and conversations.
• Understanding the legal and ethical implications of handling confidential corporate information.
• Maintaining discretion with employees, clients, and family members.
• Securing personal and professional digital and physical assets of the executive.

Unit 2: Advanced Calendar and Time Management

• Implementing time blocking for focus time and strategic work on the executive's calendar.
• Managing dynamic priorities by rapidly rescheduling and re-prioritizing appointments.
• Techniques for handling invitations (accepting, declining, proposing new times) on behalf of the executive.
• Setting up and managing calendar delegation rights and permissions securely.

• Coordinating complex meetings across multiple time zones and international participants.
• Allocating appropriate travel/buffer time between appointments for transitions.
• Ensuring all necessary resources (room, technology, materials) are booked and confirmed.
• Proactively reviewing the calendar days and weeks ahead to identify potential conflicts.

Unit 3: Mastering Executive Travel Logistics

• Designing comprehensive, error-free itineraries, including transportation, accommodation, and meetings.
• Booking and managing flights, cars, and private travel arrangements according to policy.
• Understanding and managing international travel complexities (visas, currency, cultural protocols).
• Creating a contingency plan for travel delays, cancellations, and emergencies.

• Implementing a streamlined, compliant system for tracking and reporting executive expenses.
• Managing corporate credit card reconciliation and resolving discrepancies quickly.
• Overseeing and tracking a small departmental or executive office budget.
• Processing and tracking approval for vendor invoices and financial payments.

Unit 4: Communication and Document Flow

• Drafting professional emails, memos, and letters in the executive's voice and style.
• Managing the executive's inbox: filtering, prioritizing, and responding as appropriate.
• Preparing high-level reports and board materials in alignment with company branding.
• Summarizing complex documents and highlighting key decisions for the executive.

• Coordinating the timely distribution of all pre-read materials and agendas.
• Taking accurate, concise minutes that capture decisions, actions, and key intent.
• Systematically tracking and following up on all action items assigned to the executive or team.
• Organizing and archiving meeting documents for easy future reference.

Unit 5: Board and Stakeholder Liaison

• Mastering professional protocol when communicating with board members, VPs, and external clients.
• Managing sensitive correspondence between the executive and high-profile contacts.
• Scheduling and coordinating board meetings, retreats, and confidential events.
• Serving as a professional, positive representation of the executive's office.

• Coordinating executive professional development, memberships, and continuing education.
• Managing the general upkeep and organization of the executive's physical and virtual office.
• Developing and managing a filing system that supports the executive's work habits.
• Providing backup support and cross-training for other executive support staff.