Meetings, double bookings, last-minute reschedules, and no prep time, it’s a recipe for burnout. But high-performing executives don’t let the calendar run them. They work with Executive Assistants (EAs) who act as time architects. In today’s blog, we dive into how one CEO partnered with their Latin American EA to build a powerful calendar workflow that protects time, streamlines meetings, and keeps the day strategic.
Step 1: Define the Calendar Zones
Before the EA touched the calendar, the CEO blocked out their ideal week:
- Deep Work blocks
- Meeting slots (internal, external, recurring)
- No-meeting zones (gym, family, lunch)
- Buffer time between key calls
This created a “time map” that the EA now protects like gold.
Step 2: Streamlined Booking System
The EA set up a scheduling link with specific windows based on the time map. All meeting requests now:
- Route through Calendly (or Motion, SavvyCal)
- Are categorized (sales, ops, team 1:1, investor)
- Trigger prep material collection for the CEO
No more back-and-forth. No more unplanned overflows.
Step 3: Daily Calendar Briefing
Each morning, the EA sends a quick Slack with:
- Today’s top 3 meetings
- Links to prep docs or decks
- Gaps or changes to be aware of
This 2-minute check-in helps the CEO mentally prepare and shift gears.
Step 4: Reschedule and Triage with Care
When changes happen (and they do), the EA follows a priority matrix:
- Must-have > move others
- Can-move > reschedule
- Not urgent > delay or cancel
Every change includes an updated invite, new time suggestion, and a heads-up for affected stakeholders.
Step 5: Weekly Look-Ahead
On Fridays, the EA sends a 15-minute Loom or Notion summary:
- Major meetings next week
- Travel or event conflicts
- Suggestions to trim the calendar
This proactive ritual keeps the executive in the driver’s seat.
The Result? A Calendar That Reflects Strategy, Not Chaos
Time isn’t just tracked: it’s protected. With a strong EA system, this CEO spends more time making moves, not managing meetings.
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