Standard Operating Procedure (SOP)
Role: Executive Assistant
Reports To: VP Operations
Effective Date:
1. Purpose
This SOP defines the role, responsibilities, and workflow of the Executive Assistant (EA) in
supporting administrative, operational, and recruitment activities. The EA plays a key role in
maintaining organization, professionalism, and efficiency across all executive and team
operations.
2. Objectives
Provide executive-level administrative support.
Manage communication, scheduling, and documentation effectively.
Ensure recruitment, call monitoring, and contract processes are handled promptly and
accurately.
Support the company’s growth strategy through proactive execution and organization.
3. Scope
This SOP applies to all daily, weekly, and ad hoc tasks performed by the Executive Assistant in
coordination with management, clients, and staff under [Your Company Name].
4. Key Responsibilities and Procedures
4.1 Email and Calendar Management
Organize incoming emails and prioritize by Urgent, Follow-up, and Information Only.
Schedule and manage appointments, calls, and meetings to ensure no conflicts.
Send timely reminders and summaries for all scheduled activities.
Maintain clear calendar visibility for the executive and team.
4.2 Scheduling and Coordination
Schedule internal meetings, client calls, and recruitment interviews.
Confirm attendance and send materials in advance.
Reschedule as necessary and notify all participants promptly.
Assist in preparing agendas and follow-up documents.
4.3 Recruitment and Candidate Coordination
Post job openings across social media and online platforms (e.g., Facebook,
[Link]).
Screen and shortlist applicants according to client or project needs.
Coordinate interview schedules and confirm participation.
Maintain a Candidate Endorsement Tracker and update status regularly.
Ensure candidate files, resumes, and video links are properly organized and accessible.
4.4 Call Monitoring and Validation (for Agents)
Conduct scheduled or random checks on agent calls for quality assurance.
Validate call accuracy, professionalism, tone, and adherence to script or protocol.
Record notes in a Call Validation Log and provide constructive feedback to
management.
Report recurring issues or non-compliance to the supervisor for resolution.
Provide weekly call monitoring reports and ensure all recordings remain confidential.
4.5 Administrative, Documentation, and Reporting Tasks
Perform daily documentation, report preparation, and record maintenance.
Prepare weekly summary reports including KPIs, performance notes, and pending action
items.
Create and update internal trackers for recruitment, leads, and project status.
Handle confidential records securely and follow data privacy protocols.
4.6 Contract Drafting and Documentation
Draft and format professional contracts, MOUs, and partnership agreements under the
direction of management.
Ensure contracts are aligned with company templates and compliance requirements.
Track contract revisions and maintain organized versions in Google Drive or CRM
folders.
Coordinate with clients or candidates for signature completion and documentation.
Maintain confidentiality and ensure all contractual terms remain private.
4.7 Creative and Visual Support
Use Canva to design professional materials such as recruitment posts, flyers, and reports.
Ensure all visuals follow company branding and tone.
Prepare presentation slides and digital content as requested.
4.8 Personal and Lifestyle Assistance
Manage personal reminders such as gym sessions, errands, or family events.
Coordinate personal and work-related calendars for smooth balance.
Handle private communications discreetly.
4.9 Meeting Attendance and Follow-Ups
Attend key meetings and record detailed minutes.
Submit meeting notes and task updates within 24 hours.
Monitor follow-up action items and track completion status.
5. Communication and Reporting Protocol
Maintain consistent communication during working hours (8:00 AM – 5:00 PM PST).
Submit End-of-Day Reports (EOD) summarizing completed and pending tasks.
Urgent issues must be reported immediately via WhatsApp, Telegram, or Slack.
Participate in weekly sync meetings or review sessions.
6. Tools and Platforms
Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
Canva – for visual content
ClickUp / Asana / Notion – task tracking
Zoom / Google Meet – meetings and interviews
WhatsApp / Telegram / Slack – communications
[Link] / CRM tools – for lead generation and data tracking
RingCentral or Dialer Tools – for call monitoring and validation
7. Performance Metrics (KPIs)
Calendar and email response efficiency
Task completion accuracy and timeliness
Recruitment coordination quality and turnaround time
Call monitoring completion rate and report accuracy
Contract drafting accuracy and timeliness
Proactivity in communication and issue-solving
8. Confidentiality
All information handled must remain confidential. Breach of confidentiality, data sharing, or
misuse of private details will result in disciplinary action or termination.
9. Review and Termination
SOP effectiveness will be reviewed quarterly or as business operations evolve.
Termination of engagement may occur upon notice by either party, following company
policy.
10. Acknowledgment and Signature
I, the undersigned, acknowledge that I have read, understood, and agree to comply with the roles,
responsibilities, and procedures stated in this Standard Operating Procedure for the Executive
Assistant position.
Name Signature Date
___________________________ ______________________ ___________________________