Recurring Tasks for a Virtual Assistant (or Executive Assistant)

Photo by Tom Wilson on Unsplash
  • Every Morning, Resolve Schedule Conflicts.
  • Every Morning, Review Inbox.
  • Every End-of-Day, Confirm Reminders for Tomorrow’s Outliers.
  • Every Thursday, Solidify my Schedule for Next Week.
  • Every Thursday, Send Schedule Overview to Family.
  • Every Friday, Send a Rollup of Meeting Followups.
  • Every Friday, Send a Weekly Work Summary.
  • Every Month, Submit Company Reimbursement Requests.
  • Every Month, Review Meeting Priority List.
  • Every Credit Card Purchase, Record Transaction.
  • Every Trip, Build Itinerary with Trip Details.
  • Every Reschedule, Prevent Double-Rescheduling.

Daily Tasks

Every Morning, Resolve Schedule Conflicts

Every Morning, Review Inbox

Every End-of-Day, Confirm Reminders for Tomorrow’s Outliers

Weekly Tasks

Every Thursday, Solidify my Schedule for Next Week.

Every Thursday, Send Schedule Overview to Family

Every Friday, Send a Rollup of Meeting Followups

Every Friday, Send Weekly Work Summary

Monthly Tasks

Every Month, Submit a Company Reimbursement Request.

Every Month, Review Meeting Priority List

  • Family Emergencies, even over everything.
  • Executive Responsibilities, even over Meetings.
  • Internal Team Members, even over External Partners.
  • My department goals, even over other tasks.
  • Focus time, even over last-minute changes.

Event-Based Tasks

Every Credit Card Purchase, Record Transaction.

  1. Share credit card details (via password manager) but not bank account information.
  2. Freeze your credit with each of the four major credit bureaus.
  3. Communicate spending limits.
  4. Set up alerts to notify you when one of your cards is used or a financial account is accessed.
  5. Ask them to record transactions they initiate (with receipt and proof of my approval)

If Travel, Build Itinerary with Trip Details.

Every Reschedule, Prevent Double-Rescheduling.

Conclusion

  • Resolve Schedule Conflicts.
  • Confirm Reminders for Tomorrow’s Outliers
  • Solidify my Schedule.
  • Send Schedule Overview to Family.
  • Send a Rollup of Meeting Followups.
  • Send Weekly Work Summary.
  • Submit Company Reimbursement Request.
  • Record Transactions.
  • Build Itinerary with Trip Details.
  • Prevent Double-Rescheduling.

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