List workflows that cannot pause, decisions that must remain
List workflows that cannot pause, decisions that must remain with the executive, and requests that can wait. A backup should inherit the smallest useful scope, not every permission.
Give the backup the current calendar rules, contact priorities
Give the backup the current calendar rules, contact priorities, file locations, and escalation examples. Let the person practice one real workflow before coverage begins.
Review the handover after return
Review the handover after return. Missed context, duplicate work, and unnecessary escalations show what the standing system should document better.
Related resources
Read also: executive assistant backup coverage plan and executive assistant handoff checklist.
Frequently asked questions
What should support own?
Support should own recurring coordination and preparation with a clear output, owner, and escalation boundary.
When should support escalate?
Escalate when work creates a new commitment, involves sensitive information, exceeds agreed authority, or has no accountable decision-maker.
How should the workflow improve?
Review real misses and rework, then change one rule, template, or handoff that addresses the evidence.
Ready to define the role?
Use a recent leadership week to scope the support that would make the biggest difference. The consultation is a working conversation, not a generic pitch.
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