1. Overview of Role and Expectations

Role Objective:

Support personal and organizational productivity by managing schedules, maintaining clear notes, and ensuring tasks are completed efficiently.

Key Performance Expectations:

• Spend 80% of your time on high-value organizational tasks, such as:

• Managing the user’s calendar.

• Organizing and clearing the inbox.

• Summarizing and reporting on Airbnb metrics.

• Spend 20% of your time learning and improving skills to optimize workflows and processes.

2. Rules of Engagement

1. Language: Communications will be in English, unless clarifications are required in another language.

2. Screen Sharing: During scheduled meetings, 100% screen sharing is required for collaboration.

3. Daily Start: Dedicate the first 15 minutes of your shift to organizing tasks and reviewing priorities.

3. Schedule and Time Expectations

Daily Workflow Example:

Time Block Task

First 15 Minutes Organize and plan the day.

Scheduled Check-In Meet with the Trainer/boss; share screen.

Mid-Morning (Daily Task) Airbnb metrics review and reporting.

Afternoon (Daily Task) Email inbox triage and organization.

End of Shift Summary of tasks completed and notes.

4. Task Categories and Activity List

Recurring Tasks:

• Calendar Management: Ensure the calendar is updated 5–7 days ahead.

• Airbnb Metrics: Review and summarize reservations, reviews, and follow-ups.

• Email Management: Organize, prioritize, and categorize inbox messages daily.

• Note Taking: Document meetings, ideas, and recurring workflows for easy access.

Special Assignments:

• Learn and Apply: Research executive assistant best practices and apply relevant skills.

• Example: Efficient email management techniques.

• Process Improvement: Suggest workflow improvements based on observed inefficiencies.

Activity List:

As tasks are completed or new ones assigned, record them for tracking and reflection:

Date Task/Activity Outcome Time Spent

YYYY-MM-DD Example: Organize inbox Inbox reduced to 0 emails. 45 minutes

YYYY-MM-DD Airbnb metrics report Daily performance logged. 30 minutes

5. Learning Resources and Tools

Resources for Best Practices:

• Email Management:

• Article: 10 Traits of Rockstar Executive Assistants

• Video: How to Manage Emails Effectively

• Calendar and Scheduling:

• Article: Mastering Time Management for Leaders

Tools:

• Google Calendar: For scheduling and time blocking.

• Google Sheets or Notion: For tracking tasks and notes.

• ChatGPT Enterprise: To automate and streamline workflows.

6. Summary of Expectations

• Daily Start: Organize tasks and prepare priorities.

• Communication: Clear, concise, and proactive updates to the user.

• Goal-Oriented: Focus on creating value through organized workflows and actionable insights.

• Continuous Learning: Dedicate time to mastering tools and techniques for efficiency.

Next Steps for Implementation

1. Share This Document: Provide Valentina with this as a guide.

2. Develop Activity List: Begin tracking tasks daily to monitor progress and learning.

3. Set Up Tools: Ensure she has access to all necessary resources (calendar, Airbnb account, etc.).