Executive Assistant Checklist for Greater Productivity

If you crave more productivity in your days (and who doesn’t?), hiring an executive assistant is one of the best decisions you’ll ever make.


Executive assistants keep busy professionals organized and on track with everything they need to do. But it’s also important for executive assistants to know how to prioritize their own daily tasks to best serve their employers.


Here is a sample executive assistant checklist that uses the ABCDE method and some tips about where to find professional help with the executive assistant skills you need.


The ABCDE Method

One of the best ways to organize executive assistant tasks is the ABCDE method. This involves categorizing tasks under one of these five letters based on their importance.


“A” tasks are very important ones that must be completed with no exceptions, such as making a payment that would otherwise result in a hefty fine. “B” tasks should be done but are less important and don’t come with serious consequences. “C” tasks are nice to do but not essential, such as having a casual lunch with a colleague. “D” tasks are assignments that you can delegate to other people so that you have more time to focus on “A,” “B,” and “C” tasks. Lastly, “E” tasks are irrelevant tasks that you can eliminate because they aren’t important and actually reduce productivity.


What sets the ABCDE method apart from a standard to-do list is that it specifies how important each and every task really is. This helps you avoid the false sense of productivity that results when you cross all the quick and easy tasks off your list and never get to the really big and important ones.


Executive Assistant Checklist Items

  1. Establish a specific morning routine that involves setting up your workplace so you’re ready to focus
  2. Check correspondence to help you establish priorities.
  3. Handle the most challenging project of the day as early as possible.
  4. Check-in twice daily with your boss (or more or less frequently based on employer preference).
  5. Save easier tasks for the afternoon when concentration is more difficult.
  6. Stay organized by filing papers away promptly and reducing desk clutter.
  7. Write a day-end brief for your employer with a report of tasks completed during the day.
  8. Write a to-do list for tomorrow before leaving work for the day.


Sample Daily Schedule for Executive Assistants

Although every executive assistant job is unique and the nature of this profession involves day-to-day changes, here’s a sample schedule of what a day might look like as an executive assistant.


8:45 am – 9:00 am          Pre-work routine and set up for the day

9:00 am – 10:50 am        “A” tasks

10:50 am – 11:00 am      Check in with boss about tasks completed and any new priorities

11:00 am – 12:00 pm      “B” tasks

12:00 pm – 1:00 pm        Lunch break

1:00 pm – 2:00 pm          “C” tasks

2:00 pm – 2:10 pm           Check in with boss about tasks completed and any new priorities

2:10 pm – 3:10 pm            “D” and “E” tasks

3:10 pm – 4:00 pm           End-of-day routine – reply to messages and prepare for the day


Where to Find the Best Executive Assistant  

Still searching for the perfect executive assistant to make your life easier, hassle-free, and more productive? Pavillion Agency can help.


We offer the best executive assistants and personal assistant services in the industry so that you can get more done and focus on what’s really important. Contact us at 212-889-6609 or info@pavillionagency.com to learn more.


If you have the necessary background and skills it takes to be an executive assistant, fill out our online application to tell us about yourself and upload your resume.

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