The Executive Assistant (EA) is a critical support role designed to multiply the effectiveness of the Visionary by protecting his time, managing communications, and ensuring smooth execution of both professional and personal priorities. The EA serves as a process keeper, task coordinator, and communication hub, allowing the Visionary to stay focused on strategy, growth, and leadership. The EA is measured by outcomes, not hours worked.
1. Calendar & Time Management
β’ Own and manage all scheduling across multiple businesses and personal commitments.
β’ Confirm appointments, prepare agendas, and ensure calendar proofing is completed daily.
β’ Protect family time and enforce scheduling boundaries.
2. Project & Task Coordination
β’ Track Rocks, To-Dos, and deadlines in EOS tools (Scorecard, Level 10 agenda, High Level, WhatsApp).
β’ Keep projects moving by sending reminders and escalating when decisions stall.
β’ Coordinate with other Virtual Assistants (bookkeeping, SEO, social media).
3. Process & Documentation Keeper
β’ Create and maintain SOPs for recurring tasks (travel, expenses, CRM, property management).
β’ Ensure consistency, accuracy, and compliance with organizational systems.
β’ Organize Google Drive, CRM, QuickBooks reports, and digital archives.
4. Communication Hub
β’ Scrub and manage multiple email inboxes, as well as Slack, LinkedIn, Meta, and Twitter messages.
β’ Act as a gatekeeper for calls and messages, filtering what requires direct Visionary attention.
β’ Draft, edit, and send correspondence using templates and brand tone.
5. Support & Execution Partner
β’ Assist with research, reporting, and fact-checking to enable faster decision-making.
β’ Book travel, manage rewards programs, prepare itineraries and event briefs.
β’ Order supplies, gifts, and coordinate personal/family scheduling.
β’ Provide light content support (social posts (reels), presentations, speech drafts, transcription).
1. Task Completion (Rocks + To-Dos) β Goal: 90% weekly.
2. Inbox Zero β Goal: 90β95% of messages cleared/delegated within 24 hrs.
3. Calendar Accuracy (Proofing + Alignment) β Goal: 90% of appointments confirmed/prepped.
4. Process Compliance (CRM + SOPs) β Goal: 90% adherence to documented workflows.
5. Leadership Leverage β Goal: Bud reports β₯75% of time spent on high-value work (quarterly review, but discussed weekly if off-track).
Supportive Measurables (Optional, but valuable to track early)
6. Weekly One-on-One Preparedness β 95% (agenda set, Rocks updated, issues raised).
7. Travel/Events Accuracy β 95% (no errors in itineraries/event briefs).
8. Social/Content Support β 1 long-form video/week published (reels handled automatically).
9. Response Time β 95% of Slack/Asana messages acknowledged within 1 business day.
10. Family/Personal Commitments β 95% of family appointments/events confirmed and protected.
β’ Daily check-ins (start and end of day) for alignment and questions.
β’ Weekly 60-minute L-10 meeting.
β’ Strong discretion, confidentiality, and ability to prioritize.
β’ Proactive communication β speak up when seeing bottlenecks, inefficiencies, or missed commitments.
β’ Learn Visionaryβs preferences, rhythms, and priorities.
β’ Document and refine SOPs for communication, scheduling, travel, and admin workflows.
β’ Take full ownership of calendar management and inbox organization.
β’ Begin leading one-on-one agenda with Visionary by Day 90.
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Check out our open positions here: ltginvestments.com/careers