Executive Personal Assistant

Role Purpose

strategic control center and execution enabler

shield, systemize, synchronize.

CORE RESPONSIBILITIES

CMD Calendar & Time Management

• Manage CMD’s daily schedule aligned with strategic priorities.
• Filter, prioritize, and schedule meetings only if they align with top 3 CMD goals.
• Block “thinking time” and protect CMD’s focus windows.

Communication & Coordination

• Act as CMD’s single point of contact for all internal/external stakeholders.
• Draft and route CMD’s communications, minutes, and directives.
• Ensure all messages reach the right person through SOP, not CMD directly.

Decision Execution System

• Maintain a “Decision Tracker” — every CMD decision logged, assigned, and followed up until closed.
• Conduct “flow reviews” to identify bottlenecks in execution.
• Escalate only those issues where system or policy fails — not routine delays.

Meeting Management

• Vet every meeting request using the “CMD Time Filter Matrix.”
• Prepare pre-reads, briefing notes, and summaries for all CMD meetings.
• Document decisions in real time and ensure post-meeting action trackers are updated.

Information Management

• Maintain a real-time CMD Dashboard: key KPIs, constraint metrics, and project flows.
• Summarize weekly performance insights and red-flag constraints early.
• Eliminate data noise — focus on throughput, lead time, and constraint metrics.

Strategic Projects & Special Assignments

• Manage CMD’s top 3 strategic projects — track milestones, dependencies, and results.
• Coordinate with CXOs to ensure strategic initiatives remain system-dependent.
• Audit SOP adherence and report exceptions.

Delegation & Gatekeeping

• Ensure CMD’s “Not-To-Do” List is enforced 100%.
• Redirect all non-strategic inputs to the right manager or department.
• Serve as CMD’s “focus firewall.”

1. CMD Time Efficiency

KPITargetMeasurement FrequencyCMD Strategic Time Ratio≥70%MonthlyDecision Closure Rate≥95%WeeklyMeeting-to-Action Conversion≥90%WeeklyCMD Inbox Zero (Filtered by EA)100% dailyDailyDashboard Accuracy≥95%WeeklyCMD Satisfaction Index≥9/10QuarterlyRoutine Task Delegation Rate≥80%MonthlyDelay Escalation Timeliness100% within 24 hrsOngoingConfidentiality Breaches0Continuous

• Daily:

  CMD Calendar Review, Inbox Filter, Decision Tracker Update

• Weekly:

  Flow Dashboard Review, CXO Follow-Up Matrix, CMD Summary Report

• Monthly:

  Constraint Audit + Strategic Review Prep

• Quarterly:

  System Improvement Log (what was automated, delegated, or standardized)

• Primary Constraint:

  CMD’s time and decision bandwidth.

• EA’s Mission:

  Protect, systemize, and multiply CMD’s effectiveness.

• Key Rule:

  Nothing reaches CMD without context, priority, and prepared outcome.