Use approved systems and named accounts
An executive assistant sees documents that would damage the company if they circulated: board papers, salary reviews, litigation notes, and deal materials. The handling rule should be simple enough to follow under pressure.
Share with the minimum group
Use named accounts and approved systems. Do not move confidential files to personal email, a personal cloud drive, or a messaging app for convenience. If a system is not approved, the document does not go there.
Label drafts and finals
Share with the minimum group and set an expiry where the platform supports it. Prefer a link with named access over an attachment. Record who received the document and why.
Dispose of copies securely
Label drafts and finals clearly. A draft board paper should not be mistaken for the approved version. Store working copies in the approved folder and remove them when the final is issued.
Report a misdirected document immediately
Dispose of printed copies through the approved shredding process, and confirm that temporary access is removed when a project ends. If a document is sent to the wrong person, report it immediately under the incident procedure rather than trying to recall it quietly.
Frequently asked questions
Can the assistant use a personal device for board papers?
Only if the company has an approved device and access policy that explicitly covers it. Otherwise use a company-managed device.
What should happen when a document is sent to the wrong recipient?
Follow the incident procedure: notify the principal and the security or legal contact, record what was sent and to whom, and take the approved containment step.
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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