100 Ways My Executive Assistant 10Xs My Time and Focus

For over two years, Leslie has been my not-so-secret weapon, the operational engine translating vision into action. Here are the 100 ways she helps me execute the Superpowers Core Playbooks every single day, turning chaos into clarity and freeing me to stay in my unique ability.

Email Inbox Management

1. Audits and organizes my inbox based on “Energy & Relevance” (not urgency).
2. Sends proactive follow-ups for unanswered emails or stalled threads on my behalf.
3. Flags only emails requiring my unique ability or decision.
4. Writes first-draft responses in my voice for all recurring themes (vendors, investors, partners, colleagues, etc.).
5. Batches non-urgent messages for my review in our Daily Sync meeting, grouped by context (team/client/admin).
6. Maintains templates for common email responses and updates them quarterly for consistency.
7. Summarizes long threads into a single actionable line (e.g. “Decision needed: yes/no”).
8. Drafts thoughtful “no” emails that protect my time while preserving relationships.
9. Analyzes quarterly email patterns to identify recurring decision bottlenecks and suggests new systems or automations to remove them.
10. Acts as my time gatekeeper — screening, prioritizing, and negotiating meeting requests so my calendar reflects strategic and energizing commitments.
11. Ends each day with a Daily Bullet — what she handled, delegated, or still needs my attention.

Calendar Management & Meeting Confirmations

12. Builds and guards my Ideal Week Framework (I use Free/Focus/Buffer days from Strategic Coach).
13. Blocks focus time for high-leverage work; protecting it from all meeting requests and distractions.
14. Schedules syncs, meetings, and creative blocks aligned to energy peaks (morning = strategy, progress on my rocks, afternoon = relationships, keeping my network engaged).
15. Adds travel, prep, and recovery time automatically around key events.
16. Reschedules or declines meetings that don’t align with quarterly priorities.
17. Sends confirmations 24 hours in advance with context, goals, and prep materials.
18. Resolves calendar conflicts and double-bookings.
19. Blocks buffer time between meetings.
20. Gracefully follows up with no-show attendees.
21. Creates travel time blocks for in-person meetings.
22. Maintains separate – but synced – work/personal calendars with visibility rules.
23. Ensures every meeting has a purpose, outcome, and next step before confirming.
24. Audits calendar weekly: What created energy? What drained it? Adjust the next week accordingly.

Strategic To-Do List Management 

25. Creates prioritized daily task lists based on goals.
26. Converts meeting notes and ideas into structured task lists with deadlines and owners.
27. Strategizes large projects, turning them into actionable next steps.
28. Manages project milestones and deadlines, including coordinating with our team to ensure we’re on track.
29. Prioritizes tasks by strategic value, not simply urgency.
30. Proactively accomplishes administrative or routine tasks.
31. Time-blocks my calendar for deep work on priority tasks.
32. Reviews open loops weekly; closes or delegates anything older than 14 days.
33. Sets reminders for deadline-driven tasks, ensures I have protected time on my calendar to make progress on complex tasks.
34. Tracks weekly and quarterly goals to maintain rhythm and accountability.
35. Sends a Weekly Progress Brief summarizing wins, misses, and next 3 priorities.
36. Maintains an ever-expanding “Not Now” list for ideas to revisit next quarter.
37. Transforms my to-do list into a to-decide list, highlighting only what needs my judgment.

Background Briefs

38. Prepares one-page briefs for every meeting: goals, bios, roles, context, recent news, talking points.
39. Includes summary of previous interactions or commitments for valuable context.
40. Identifies mutual connections on LinkedIn.
41. Creates a printable “face book” before conferences so I can recognize faces and remember names at events.
42. Prepares Discovery Call questions and talking points.
43. Researches industry trends relevant to prospects.
44. Creates a briefing library for recurring meetings (investor check-ins, partner updates, client reviews).
45. Delivers briefs 24 hours before the meeting, attached to my Daily Bullet email.
46. Creates post-meeting summary notes, converts notes into actionable next steps.
47. Maintains a Briefing SOP so any assistant can replicate the process at scale.

Daily Brief & Daily Bullet 

48. Sends a Daily Brief 1-page summary each morning:  top 3 priorities, key meetings, must-make decisions.
49. Includes today’s focus theme (Freedom, Growth, or Relationship) to keep time and energy alignment clear.
50. Notes any energy-sensitive tasks to handle first (creative, strategic, analytical).
51. Adds a “Relationships” section (birthdays, follow-ups, thank-yous).
52. Send a Daily Bullet end-of-day recap: accomplishments, pending items, and agenda for tomorrow.
53. Includes a “Win”, highlighting at least accomplishment daily to maintain our momentum.
54. Tracks pattern insights: What tasks repeatedly drain or delay? Flag for systemization.
55. Maintains a rolling 5-Day Rhythm view — yesterday’s learnings inform tomorrow’s focus.
56. Reviews calendar alignment weekly for energy and goal coherence.
57. Leverages the Daily Brief/Bullet archive into a strategic journal for quarterly reflections.

Personal CRM 

58. Maintains a clean, current contact list tagged by relationship type (client, mentor, investor, family).
59. Records my last contact, next touchpoint, and key notes (interests, birthdays, family details).
60. Sends proactive check-ins for high-value relationships quarterly.
61. Coordinates thank-you notes, small gifts, or follow-ups after interactions or according to calendar events.
62. Keeps a “Better Friend Report™ monthly summary of relationships that are due for reconnection.
63. Manages sales pipeline and deal stages for prospects I’m nurturing.
64. Records detailed meeting notes in CRM.
65. Manages my LinkedIn profile, including adding connections for people I meet and engaging with posts from the feed.
66. Syncs personal CRM data with gifting and calendar reminders.
67. Provides a Quarterly Relationship Review: top 25 connections + health score + suggested next actions.

Strategic Gifting

68. Maintains a gift log by contact (what they love, what’s been sent, key dates).
69. Sources thoughtful, personal gifts aligned to each person’s interests or values.
70. Maintains a calendar of important dates (birthdays, anniversaries, milestones).
71. Drafts personalized notes in my voice for each gift sent.
72. Keeps budget aligned to relationship tier.
73. Sends spontaneous “just because” gifts after meaningful conversations.
74. Coordinates team or family participation for personal touches.
75. Curates a “Gift Inspiration Board” for quick selection year-round.
76. Ensures gifts arrive on time with beautiful packaging.
77. Maintains gift history to avoid duplicates.
78. Monitors tracking to ensure delivery and update CRM once confirmed.
79. Coordinates client appreciation gifts and events.

Personal Concierge

80. Handles booking all personal appointments (personal trainer, dentist, haircuts, etc.).
81. Researches and book restaurants, weekend getaways, and family events.
82. Manages recurring household vendors (cleaning, lawn, handyman, etc.).
83. Handles online purchases, coordinates returns, and monitors deliveries.
84. Coordinates personal bills, reimbursements, and renewals and logging of expenses for tax purposes.
85. Researches and purchases business and personal items.
86. Builds and maintains my “Personal Life OS” of systems for bills, renewals, records, and routines that keep my personal world running without my involvement.
87. Researches and vets service providers, comparing multiple vendors for the same task to get best pricing and make high-quality decisions.
88. Plans and books family vacations end-to-end with itinerary brief.
89. Coordinates gifting for family and friends with the same care as clients.
90. Builds a Personal Logistics SOP so these run seamlessly even when I’m offline.

Sync & Strategy Meetings

91. Prepares a Daily Sync agenda with updates, decisions needed, and blockers flagged.
92. Uses “Red/Yellow/Green” updates on priorities for fast context.
93. Begins each sync with energy check-in and ends with key commitments.
94. Tracks all follow-ups from syncs in our task management platform.
95. Reviews my Free/Focus/Buffer balance weekly and adjusts next week’s design.
96. Identifies new delegation opportunities and suggest systems to remove friction.
97. Recognizes recurring themes from sync discussions (bottlenecks, priorities, mindset shifts) and surfaces them quarterly to reveal invisible patterns shaping our growth.
98. Documents decisions in shared notes immediately post-sync.
99. Closes each sync by refreshing a live scorecard showing ownership, and deadlines to stay aligned.
100. Holds me accountable to my commitments – and is always positively persistent in doing so!