Show both time zones
Support breaks when the assistant travels with the principal and the home office loses its contact point. A written handoff brief keeps the work moving without making the backup guess.
Name a backup for each task
List the principal's schedule in the destination time zone and the home time zone. Mark the meetings that cannot move, the calls that need preparation, and the windows when the principal will not respond.
Write the escalation rules
Name the backup contact for each recurring task: calendar, inbox, expenses, board logistics, and vendor issues. Include the access method and the limits of their authority.
Update the brief daily
Write the escalation rules. A customer outage, a board request, a legal notice, or a family emergency goes to the principal through the agreed channel. Routine rescheduling waits for the daily check-in.
Debrief after the trip
Review the brief at the end of each travel day. Update the decisions made, the items still waiting, and the next day's risks. The brief becomes the record for the returning assistant and the basis for the next trip.
Frequently asked questions
Should the backup assistant have full inbox access?
Use the narrowest access that lets them do the assigned task. Full access is a last resort with a logged, time-bound approval.
How often should the brief be updated?
At least once per travel day, and immediately when a non-negotiable meeting or escalation changes.
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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