Complete every item below before starting any other work. Contact details for access issues are listed at the bottom of each section.

• Slack — invite sent and accepted
• Trello — board access confirmed
• Airtable — full access to client CRM
• Microsoft Teams — calendar access to Les
• Les's email inbox — read and send access confirmed
• Notion — playbook access
• JobAdder — login created
• Xero — view access (not edit)
• n8n — view access to existing workflows
• ClickFunnels — view access
• Avis account details — saved
• Qantas FF number — saved
• Virgin Velocity number — saved

• Read this playbook end to end
• Watch the Loom: Booking a Teams Meeting (see Module EA 04)
• Shadow Les on one sales call
• Sit in on one morning rundown
• Review the current Trello board

• Process one full day of Les's inbox under supervision
• Update 3 Airtable records from Slack messages
• Book one Teams meeting end to end
• Run the morning rundown with Les present

• Run morning rundown independently
• Manage inbox solo — flag anything unsure
• Complete first Friday weekly review
• Send first weekly summary to Les

Stand Up Recruitment places NZ and Australian citizens into trade roles in Australia. Premium placement model: ~AUD $16K per placement, split across two milestone payments, with a 4-month guarantee from the candidate's start date.

Most people misunderstand what an Executive Assistant does. They assume an EA is someone who "helps," "supports," or "organises." But at Stand Up Recruitment, the EA role is built off a very different foundation.

Here, the EA is not a helper. The EA is the operating system behind the CEO.

A world-class EA:

• Thinks ahead, not behind
• Protects time like revenue depends on it — because it does
• Filters information so only what matters reaches the CEO
• Turns messy workflows into clean systems
• Eliminates repetitive decisions
• Brings structure to days that would otherwise slip into chaos
• Spots risk early and keeps everyone accountable
• Makes sure the CEO is never blindsided

Les handles the first 10% (vision) and the last 10% (final review). You handle the middle 80% (execution). This is your zone of responsibility.

1. Grant full inbox access — EA reads, filters, and replies. Les only sees what needs him.
2. Document via video — Every process recorded on Loom. No verbal-only SOPs.
3. Weekly sync — 30–60 min dedicated time to align, review, and improve systems.
4. Continuously improve — Every system gets better each week. Nothing stays static.
5. Design the Perfect Week — Calendar blocked by category before the week begins.
6. Context notes for every meeting — Who, why, what Les needs to know, anticipated questions.
7. Trip files for travel — Master document pack built before every trip. Offline. Complete.
8. Preloaded Year — Key dates, campaigns, travel, and reviews planned 12 months ahead.
9. Reroute communication — EA's contact details go on outbound comms where possible.
10. Close the loop daily — Confirm to Les daily whether anything changed. Most days that's one line. Les never wonders what happened.
11. EA speaks in decisions, not updates — Don't tell Les what happened. Tell him what you need from him.
12. The Buyback Mindset — Every hour bought back from Les = more revenue.

1. Start with the oldest email, work toward the newest
2. Categorise and sort each email using the folder system above
3. Flag anything requiring Les's input → move to Review folder
4. Unsubscribe from irrelevant mailing lists (unless from close partners)
5. Tag receipts and move to Receipts folder
6. Reply to anything within your authority using approved templates
7. Label and archive emails once handled — nothing stays in the main inbox
8. Check Spam folder once per sweep
9. Build a tone doc — log how Les wants things said. Never ask the same question twice
10. Inbox should be close to zero by end of day

Tone must be: direct, clear, no fluff, professional but warm, calm and confident.

Study Les's writing style. Keep a tone document — log phrases he uses, his email openings, how he handles difficult messages. Never deviate from his voice.

Begin the week by scanning the coming 7 days. Ask:

• Where are the choke points and long days?
• Where does Les need prep or buffer time?
• Where are meetings too close together?
• What sessions can be batched?
• Which meetings require pre-reading or an agenda?
• What should be pushed to the following week?

Then block: strategic time, deep work, recruiting blocks, client-facing sessions, internal communication, catch-up time, review time, and recovery time.

Every meeting must have: agenda, attendees, purpose, anticipated questions Les might be asked, and a context note added to his calendar event.

1. Receive booking request — Check email or Teams message from Les
2. Identify client details — name, company, email, and context
3. Check Les's calendar — find suitable slots. Avoid back-to-back meetings
4. Open Microsoft Teams — navigate to Calendar view
5. Create New Meeting — click "New Meeting"
6. Meeting title format: "Sales Call — [Client Name] — [Company Name]"
7. Add attendees — Les's email and the client's email
8. Select date & time — confirm time zone alignment
9. Ensure Teams link is enabled — auto-generates
10. Write meeting description — include purpose, prep materials, and Teams link
11. Set reminder — 15-minute reminder for Les
12. Send invitation
13. Confirm in calendar — verify meeting appears correctly
14. Notify Les — send quick confirmation with meeting details
15. Create context note — add client background to Les's calendar event
16. Schedule follow-up reminders — 24-hour and 3–4 hour reminder emails

Duration: 15–20 min · Daily · Before team standup

EA leads this meeting. Les reacts. If it's not in Trello — capture it live, during the rundown.

Duration: 20–30 min · Daily · Run by EA · Les present (transitioning out)

Per department, 3–5 min each

The moment a conversation goes deeper than 30 seconds between two people, cut it:

Do this confidently, not apologetically. You are running the meeting.

• Les sends one Slack message after every call. EA actions everything from 7am.
• EA updates Airtable within 30 minutes of starting the day
• EA cannot set Closed or Key Client without Les's instruction
• Status unclear? Message Les immediately: "[Client name] — what status?"

When Les sends "Key Client — [name]" on Slack:

1. Log into Airtable
2. Find the client record
3. Pause the auto email sequence immediately
4. Set status to Key Client
5. Reply to Les on Slack: "Done — [name] paused and status updated."

• EA cannot set Closed without Les's instruction
• EA cannot set Key Client without Les's instruction
• EA can set all other statuses independently
• Client escalating or frustrated → flag to Les immediately. Do not route independently
• Any ambiguity → message Les: "[Client name] — what status?"

Phase 1 — Sitting in Client Meetings: Watch how Les operates — his tone, pace, language, and how he handles objections. Never speak unless Les directs it to you. Log context into the calendar event after.

Phase 2 — After TOBs Are Sent: The assigned recruiter is the primary POC. Les steps back. EA monitors inbox for client replies.

Phase 3 — Routing Client Emails After TOBs:

72 hours before departure:

1. Compile all confirmations into Master Document Pack (PDF)
2. Save offline to Les's phone — WhatsApp or AirDrop. Confirm he's saved it locally
3. Send one message with all confirmation refs in plain text
4. Double-check car drop-off time is before the final flight
5. Confirm hotel check-in time

24 hours before:

1. Online check-in for every flight. Screenshot all boarding passes
2. Send boarding passes via WhatsApp
3. Reconfirm all client meetings for the following day
4. Check weather for destination. Flag if gear required

Phase 1 — Clean the Board (15 min): Process every Trello list. Inbox: clarify all. Doing: move blocked items to Waiting. Waiting: ensure every card has a follow-up date. Done: archive everything.

Phase 2 — The 6 Review Questions (15 min):

• Q1: What is overdue or at risk right now?
• Q2: What is blocked and needs a decision from Les?
• Q3: What can be delegated, deleted, or parked?
• Q4: What repeated more than twice this week? → Make it a process.
• Q5: What should become a template, SOP, or automation?
• Q6: What friction did I notice this week?

Phase 3 — Anticipation Loop (15 min): Scan the next 2–4 weeks. Spot problems before they happen. Add Trello cards for anything that needs action before it lands.

Phase 4 — Weekly Summary to Les (10 min): Send before end of day Friday. Use the template in the Templates tab.

Use structured message codes for all Slack messages to Les:

Unlike Trello (resets as work moves) or the Friday Review (resets weekly), these three logs are permanent and never clear themselves. Log the moment something happens — don't wait to be asked.