List role, relationship, and channel
An executive assistant is often the first person to recognize that a board member, a key customer, or a regulator has not heard from the principal in months. A contact map makes those relationships visible.
Record the committed cadence
List each stakeholder with their role, organization, relationship to the principal, preferred channel, and the last meaningful contact. Add the assistant or chief of staff who owns the relationship day to day.
Capture preferences and boundaries
Mark the contact cadence the principal has committed to: monthly, quarterly, or event-driven. Include the reason for the cadence so a new assistant does not delete a touchpoint that matters.
Flag overdue relationships monthly
Record preferences and boundaries. Some stakeholders want a call, some want a short email, and some want everything through an assistant. Note the time zone, the assistant's name, and any confidentiality instruction.
Keep the map current after role changes
Review the map monthly and flag contacts that are overdue. Give the principal a short list with context and a suggested message. The assistant prepares the outreach; the principal decides whether to send it.
Frequently asked questions
Is this a CRM?
No. It is a small relationship reference for executive support. Detailed sales or client records belong in the company system.
What belongs in the last-contact note?
The date, the channel, the topic, and any commitment made. Do not copy sensitive message content.
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.
Book a consultation