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)

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