Executive Assistant Daily Checklist

Executive assistants play a vital role in supporting the day-to-day operations of many businesses and organizations, and an Executive Assistant Daily Checklist is essential to prioritize your day.

From managing schedules and coordinating meetings to handling communication and administrative tasks, executive assistants are often the glue that keeps everything running smoothly.

However, with so many tasks and responsibilities to manage, it can be challenging to stay organized and focused.

That’s why many executive assistants rely on a daily checklist to help them prioritize and manage their workload.

Read our checklist below, and check back soon for our printable executive assistant daily checklist, it’ll be here soon for you to download and print!

The Benefits of Using a Checklist

A daily task checklist for an executive assistant typically includes a range of tasks that need to be completed throughout the day, categorized by time of day or priority level.

These tasks might include everything from checking emails and scheduling meetings to organizing documents and coordinating with other team members.

In the morning, an executive assistant might focus on reviewing the executive’s schedule for the day and ensuring that everything is organized and prepared.

They may also need to manage communication, taking and relaying messages on behalf of the executive and filtering calls and emails for priority and relevance.

Sometimes, they’ll need to manage social media accounts, order lunch or refreshments, and attend meetings with the executive to take notes and provide support.

Later in the day, their focus might shift to coordinating with team members, scheduling meetings, and updating the executive on any urgent matters or changes in schedule.

By the time the afternoon rolls around, an executive assistant should focus on reviewing the day’s progress and prioritizing any unfinished tasks for the following day.

They may also need to send follow-up messages or emails, organize and file documents and reports, prepare materials for upcoming meetings or projects, perform administrative tasks or paperwork, and brief the executive on any upcoming deadlines or events.

Sounds hectic, and that’s because it often is! As an executive assistant, you’ll be juggling many roles and personalities.

By using a daily task checklist, executive assistants will stay organized, focused, and productive, ensuring that the executive and the business are well-supported and running efficiently.

With so many responsibilities to manage, we believe a daily checklist essential tool for any executive assistant looking to succeed in their role. You can get access to the checklists we use here at the Executive Assistant Institute in any of our Executive Assistant Certification courses.

Simplified Executive Assistant Daily Checklist

Morning Tasks:

1. Check and respond to urgent emails and messages.
2. Review the executive’s calendar and schedule for the day.
3. Prepare an updated to-do list for the executive based on the priorities and deadlines.
4. Make necessary travel arrangements and reservations.
5. Set up conference calls and video meetings with internal and external parties.
6. Review and organize documents and reports that the executive needs for the day’s meetings.
7. Check office supplies and equipment and make sure everything is functioning properly.

Mid-day Tasks:

1. Screen calls and emails and filter them according to priority and relevance.
2. Coordinate with other members of the team to schedule meetings or tasks.
3. Take and relay messages on behalf of the executive.
4. Update the executive on any urgent matters or changes in schedule.
5. Order lunch or refreshments for the executive or for any scheduled meetings.
6. Manage the executive’s social media accounts and respond to comments or messages.
7. Attend meetings with the executive and take notes or minutes.

Afternoon Tasks:

1. Follow up on pending tasks and requests from the executive or other team members.
2. Draft and proofread emails, reports, and presentations as requested.
3. Submit expense reports and handle any financial transactions on behalf of the executive.
4. Coordinate with vendors and suppliers to fulfill any office or project needs.
5. Conduct research and gather information for the executive’s upcoming projects or meetings.
6. Help prepare the executive for upcoming events or trips.
7. Review the to-do list for the next day and ensure that everything is in order.

It’s worth noting that this is just an example, and the specific tasks of an executive assistant may vary depending on the industry, company, and individual preferences of the executive.

However, having a daily checklist can help an executive assistant stay organized, efficient, and proactive in their support role.

In-depth Executive Assistant Checklist

Morning Tasks:

1. Check and respond to urgent emails and messages: One of the primary responsibilities of an executive assistant is to manage the executive’s communication channels. This means checking and responding to emails and messages as they come in, and prioritizing those that require immediate attention. It’s important for an executive assistant to be responsive and timely in their communication to ensure that the executive is always informed and up-to-date on important matters.
2. Review the executive’s calendar and schedule for the day: Another important task for an executive assistant is to manage the executive’s schedule and calendar. This involves reviewing the appointments and meetings for the day, making sure that everything is properly scheduled and any conflicts are resolved. An executive assistant may need to reschedule or cancel appointments as needed, and communicate any changes to the relevant parties.
3. Prepare an updated to-do list for the executive based on the priorities and deadlines: To help the executive stay focused and organized throughout the day, an executive assistant will often prepare a to-do list of tasks that need to be completed. This list may be based on priorities, deadlines, or other criteria, and should be updated regularly to reflect changes in the executive’s schedule or priorities.
4. Make necessary travel arrangements and reservations: If the executive has any upcoming business trips or travel plans, the executive assistant may be responsible for making the necessary arrangements. This may involve booking flights, hotels, rental cars, or other transportation, and ensuring that all travel logistics are taken care of.
5. Set up conference calls and video meetings with internal and external parties: In today’s digital age, much of business communication happens remotely, through conference calls or video meetings. An executive assistant may be responsible for setting up these meetings, scheduling them on the executive’s calendar, and ensuring that all parties have the necessary information and access to join the call or meeting.
6. Review and organize documents and reports that the executive needs for the day’s meetings: Before any important meetings or presentations, an executive assistant may need to gather, review, and organize the relevant documents and reports. This ensures that the executive has all the necessary information at their fingertips and can make informed decisions and contributions during the meeting.
7. Check office supplies and equipment and make sure everything is functioning properly: Finally, an executive assistant may be responsible for managing the office environment and ensuring that everything is in working order. This may involve checking supplies like printer paper, toner, or pens, as well as ensuring that office equipment like computers, phones, and projectors are functioning properly. By taking care of these details, an executive assistant can help ensure that the executive has a smooth and productive day.

Mid-day Tasks:

1. Screen calls and emails and filter them according to priority and relevance: Throughout the day, an executive assistant will likely continue to receive a high volume of calls and emails. To manage these efficiently, the assistant will screen them for priority and relevance, filtering out spam or low-priority messages. This helps the assistant to focus on the most important tasks and communications, while also ensuring that the executive is not overwhelmed by unnecessary distractions.
2. Coordinate with other members of the team to schedule meetings or tasks: Collaboration is a key component of many business operations, and an executive assistant may need to coordinate with other team members to schedule meetings, tasks, or projects. This involves communicating with others to find mutually agreeable times and dates, as well as ensuring that all parties have the necessary information and resources to participate effectively.
3. Take and relay messages on behalf of the executive: As a trusted and capable member of the executive’s support team, an executive assistant may be called upon to take and relay messages on behalf of the executive. This may involve communicating with clients, partners, or other stakeholders, as well as relaying important information or updates to members of the executive’s team.
4. Update the executive on any urgent matters or changes in schedule: As the executive’s right-hand person, an executive assistant needs to keep the executive informed of any changes or developments throughout the day. This includes providing updates on urgent matters, as well as communicating any changes in the schedule or upcoming appointments.
5. Order lunch or refreshments for the executive or for any scheduled meetings: Depending on the executive’s preferences and schedule, an executive assistant may need to order lunch or refreshments for the executive or for any scheduled meetings. This ensures that the executive and their colleagues are well-fed and energized for the remainder of the day.
6. Manage the executive’s social media accounts and respond to comments or messages: Social media is an important component of many businesses’ marketing and communication strategies, and an executive assistant may be responsible for managing the executive’s social media accounts. This may involve responding to comments or messages, sharing updates or content, and monitoring the accounts for any issues or opportunities.
7. Attend meetings with the executive and take notes or minutes: Finally, an executive assistant may need to attend meetings with the executive and take notes or minutes. This ensures that important information is captured and documented, and that the executive has a record of key decisions and action items. By taking on this responsibility, the executive assistant helps to ensure that meetings are productive and that the executive can stay focused on the discussion at hand.

Afternoon Tasks:

1. Review the day’s progress and prioritize any unfinished tasks for the next day: At the end of the day, an executive assistant should take a few moments to review the day’s progress and take stock of any tasks that were not completed. This allows them to prioritize these tasks for the following day and ensure that nothing important falls through the cracks.
2. Send follow-up emails or messages to clients, partners, or colleagues: Following up with clients, partners, or colleagues is an important aspect of relationship-building and communication. An executive assistant may be responsible for sending follow-up emails or messages on behalf of the executive, thanking them for their time or providing additional information or resources.
3. Update the executive’s task list and calendar for the next day: As part of their ongoing management of the executive’s schedule and tasks, an executive assistant should update the executive’s task list and calendar for the following day. This ensures that the executive is well-prepared and organized for the day ahead.
4. Organize and file documents or reports from the day’s meetings or projects: Throughout the day, an executive assistant may be involved in meetings or projects that generate important documents or reports. At the end of the day, the assistant should organize and file these documents in a way that makes them easy to access and reference in the future.
5. Prepare materials or resources needed for upcoming meetings or projects: Looking ahead to the next day or week, an executive assistant may need to prepare materials or resources that will be needed for upcoming meetings or projects. This could include gathering data or research, creating slides or presentations, or compiling relevant documents or reports.
6. Perform any necessary administrative tasks or paperwork: Depending on the executive’s role and the nature of the business, there may be administrative tasks or paperwork that need to be completed on a regular basis. An executive assistant can take on these tasks, ensuring that they are completed accurately and on time.
7. Brief the executive on any upcoming deadlines, events, or projects: Finally, an executive assistant should take some time at the end of the day to brief the executive on any upcoming deadlines, events, or projects. This ensures that the executive is well-informed and can plan their time and resources effectively in the days ahead. By staying on top of these details, an executive assistant can help ensure that the executive is always prepared and organized, and that the business runs smoothly.

Summary

In conclusion, being an executive assistant can be a demanding and challenging job, requiring a high level of organization, communication, and attention to detail.

By using a daily task checklist, executive assistants are able to stay on top of their workload and ensure that everything runs smoothly.

A daily task checklist provides a structured framework for managing the many responsibilities that come with being an executive assistant.

It allows the assistant to prioritize tasks based on urgency and importance, ensuring that nothing falls through the cracks.

By breaking the day down into specific tasks and categories, the assistant can stay focused and productive, even when things get hectic.

Of course, creating a daily task checklist is just one part of being a successful executive assistant.

Other important skills and qualities include effective communication, strong organizational skills, and the ability to work well under pressure.

These skills, and more, are what we teach in our Executive Assistant courses every day here at the Executive Assistant Institute.