Map the executive's working hours, recurring meetings, travel windows
Map the executive's working hours, recurring meetings, travel windows, and deadlines before assigning coverage. Timezone overlap is useful only when it matches the work that needs live attention.
Document what can wait for the next overlap
Document what can wait for the next overlap and what needs an immediate named backup. Keep access and authority narrow so handoffs do not become permanent permissions.
Test the plan with one real week
Test the plan with one real week. Record late handoffs, duplicate work, and requests that lacked context, then adjust the coverage rule while the example is still clear.
Related resources
Read also: remote executive support systems 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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