Executive Assistant Handover Note

Prepared By: [YOUR NAME]

Date: May 1, 2050

I. Overview of Responsibilities

This section summarizes the regular duties of the Executive Assistant, categorized into daily, weekly, and monthly tasks.

Frequency	Tasks
Daily	Manage executive calendar and schedule meetings. Check and respond to emails on behalf of the executive. Prepare daily briefings and agendas. Coordinate travel arrangements.
Weekly	Prepare and distribute weekly status reports. Organize and attend team meetings, taking and distributing minutes. Review and prioritize executive’s tasks and commitments.
Monthly	Assist in the preparation of monthly financial reports. Coordinate monthly executive meetings. Monitor and update project timelines.

Frequency

Tasks

Daily

Manage executive calendar and schedule meetings.
Check and respond to emails on behalf of the executive.
Prepare daily briefings and agendas.
Coordinate travel arrangements.

Weekly

Prepare and distribute weekly status reports.
Organize and attend team meetings, taking and distributing minutes.
Review and prioritize executive’s tasks and commitments.

Monthly

Assist in the preparation of monthly financial reports.
Coordinate monthly executive meetings.
Monitor and update project timelines.

II. Key Contacts

This section includes critical contacts that the successor or temporary replacement will need to communicate with, along with their roles and preferred communication methods.

HarperName	Role	Contact Number
Addison Collins	CEO	315 555 7777
Zoey Thompson	CFO	316 555 7777
Hurper Turner	HR Manager	317 555 7777

III. Current Projects

Project	Status	Deadline	Necessary Actions
Annual Report	In Progress	End of the Quarter	Compile data from all departments, draft reports, schedule review meeting.
Client Outreach Initiative	Planning Phase	Next Month	Finalizing client list, draft initial outreach strategy.
Office Renovation	Pending Approval	TBD	Follow up with the management for approval, contact contractors for quotes.

Project

Status

Deadline

Necessary Actions

Annual Report

In Progress

End of the Quarter

Compile data from all departments, draft reports, schedule review meeting.

Client Outreach Initiative

Planning Phase

Next Month

Finalizing client list, draft initial outreach strategy.

Office

Renovation

Pending Approval

TBD

Follow up with the management for approval, contact contractors for quotes.

IV. Meeting Schedules

Meeting	Frequency	Agenda	Next Scheduled Date
Executive Team Meeting	Weekly	Project updates, financial reviews, strategic planning	Every Monday at 10 AM
Department Heads Meeting	Monthly	Operations review, inter-departmental coordination	First Wednesday of each month
Client Update Call	Bi-Weekly	Client feedback, service updates, upcoming deliverables	Every other Thursday at 3 PM

V. Pending Tasks

Task	Details	Deadline
Submit Travel Expenses	Compile receipts and submit them for reimbursement	End of the week
Complete Quarterly Review	Gather performance data, prepare a presentation, and schedule review meeting	Next Friday
Follow Up on Contract Renewal	Contact legal team and vendor for contract status and renewal terms	End of the month

VI. Resources and Tools

Resource	Description	Access Details
Email Server	Official email communications	https://mail.example.com
Project Management Tool	Track and manage ongoing projects	https://projects.example.com
File Repository	Store and share important files	https://files.example.com

VII. Notes and Tips

Proactive Communication: Regular updates and proactive communication with the executive can prevent many potential issues.

Time Management: Prioritizing tasks and keeping a detailed to-do list can significantly enhance productivity.

Document Everything: Keep detailed records of meetings, communications, and task progress to ensure nothing falls through the cracks.

Maintain Relationships: Building strong relationships with key contacts can facilitate smoother operations and quicker problem resolution.

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