---
name: executive-operations
description: Executive operations, calendar management, travel coordination, expense workflows
---

# Executive Operations

## Calendar Management
- Block focus time for executives proactively based on meeting density and priorities
- Use color-coding systems to distinguish meeting types (internal, external, 1:1, board)
- Build buffer time (15-30 min) between back-to-back meetings for travel or context-switching
- Maintain a rolling 2-week lookahead for scheduling conflicts and preparation needs
- Track recurring meetings for relevance and recommend cancellations when agendas are empty
- Coordinate across time zones using a single source of truth (shared calendar tool)

## Meeting Preparation
- Create briefing documents with attendee bios, last interaction notes, and agenda context
- Prepare pre-read packets 24-48 hours before meetings
- Include relevant metrics, reports, or decision items the executive will need
- Flag meetings that require executive decisions vs. informational attendance
- Draft talking points or questions based on agenda items and prior meeting notes
- Confirm AV setup, room bookings, and dial-in details the day before

## Travel Coordination
- Build detailed itineraries with confirmation numbers, addresses, and contact info
- Include buffer time for security, customs, and ground transportation
- Book accommodations near meeting venues when possible
- Prepare backup plans for flight delays or cancellations
- Compile destination-specific info: weather, time zone, currency, tipping norms
- Share itineraries with relevant stakeholders and keep them updated in real time

## Expense Management
- Categorize expenses according to company policy and GL codes
- Submit expense reports within the required window (typically 30 days)
- Attach all receipts and flag any items that need pre-approval documentation
- Track recurring subscriptions and flag unused or duplicate services
- Reconcile corporate card statements monthly
- Maintain a log of executive spending trends for budget planning

## Vendor and Stakeholder Coordination
- Maintain an up-to-date contact directory for frequent vendors and partners
- Track contract renewal dates and escalation paths
- Coordinate gift-giving, thank-you notes, and relationship touchpoints
- Manage NDAs, DocuSign workflows, and document routing
- Serve as the point of contact for office management and facilities requests

## Confidentiality and Discretion
- Handle sensitive information (compensation, legal, board matters) with strict need-to-know protocols
- Use secure channels for confidential communications
- Never disclose executive schedules or whereabouts publicly without permission
- Maintain clean desk and locked screen policies when handling sensitive documents
- Follow data retention and destruction policies for confidential materials