SOPs & Knowledge Base

1. Purpose

Provide a repeatable process for triaging the executive's inbox each morning so that nothing urgent is missed and the executive only sees mail that needs their attention.

2. Daily Run Schedule

• 07:30First pass: scan overnight mail, flag VIP senders
• 09:00Second pass: full triage, label, file or escalate
• 13:00Midday sweep: action items, urgent only
• 16:30End of day: respond on behalf of, prepare digest

3. Label & Action Matrix

• RedExec must read today (board, investor, family, top 5 clients)
• YellowEA drafts response, exec approves before send
• GreenEA handles end-to-end, weekly digest only
• ArchiveNewsletters, CC-only, FYI traffic

4. Escalation Path

If a sender is unknown but the content references contract, payment or legal terms, escalate to the executive within 2 hours and copy the relevant department head.

• Calendar & Scheduling

  8 articles · SOPs for booking, holds and time-zone handling

• Inbox & Comms

  6 articles · triage, templates and escalation

• Travel & Logistics

  7 articles · supplier list, visa packs and expense rules

• Finance & Expenses

  5 articles · reconciliation cadence and subscription audits

• Stakeholders

  9 articles · VIP profiles, gift policy and relationship cadence

• Confidentiality

  7 articles · what to share, what to hold and with whom

• Calendar shared with EA, colour scheme applied (done)
• Email aliases routed, signature deployed (done)
• Password manager seeded, recovery contacts added (done)
• Travel profile created across booking platforms (done)
• Expense card linked, monthly limit confirmed (to do)
• VIP contact list documented and tagged (to do)
• Communication preferences captured (to do)

Attendees & Roles

Name, title, company, relationship to us and last interaction date.

Background

Three-line history of the relationship. Linked: past notes, agreements and latest emails.

Objective

What does the executive need to leave this meeting with? One sentence.

Talking Points

Three points to lead with. One question to ask. One commitment to make.

Open Asks

What we still need from this person and when.