Behind every focused CEO is an invisible structure keeping the chaos at bay. It’s not just a calendar or a to-do list: it’s a central command center built and maintained by a highly capable Executive Assistant (EA). In today’s blog, we unpack how one founder and their Latin American EA built a living dashboard that tracks everything from travel to team tasks.
Step 1: Pick Your Platform
The duo chose Notion as their HQ, though others use Airtable or Asana. The key is choosing a tool that allows:
- Easy database organization
- Seamless sharing
- Real-time updates
- Integration with docs, calendars, and Slack
Step 2: Create Mission-Critical Dashboards
The EA built multiple linked dashboards for:
- Travel: flights, hotels, bookings, itineraries
- Team: project trackers, approvals, follow-ups
- Content: social posts, approvals, deadlines
- Files: contracts, NDAs, investor docs
- Personal: birthdays, events, reminders
Each dashboard is standardized and includes automation (reminders, due dates, Slack pings).
Step 3: Sync Daily and Weekly
The EA reviews the dashboards daily:
- Flags anything that needs the CEO’s attention
- Updates checklists from meetings
- Tracks due dates and task owners
On Fridays, they send a short Loom walkthrough to show what’s coming next week.
Step 4: Integrate with Everything Else
To minimize tool-switching, the EA:
- Embedded Notion into Slack channels
- Synced Google Calendar deadlines
- Linked Zapier automations for form submissions
Now, one click brings the CEO into full context, without app overload.
The Result? The Company Brain in One Place
Instead of scattered notes and constant follow-ups, the CEO has clarity. The EA doesn’t just assist: they operate the backbone of the business.
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