Why One Candidate Basically Got a Job Offer Before She Left the Room
One of the best things about my job is that I get to see behind the scenes of what actually impresses executives...not in theory, but in real time, behind closed doors, when they turn to me after an interview and go,
“Wait. She built that?”
Once upon a time, that moment came after an EA candidate brought in a portfolio of templates. Not a resume with a line about being proactive. Actual templates. Briefing docs, meeting recaps, calendar workflows, communication trackers...all the systems she’d already built to run someone’s life and business.
The execs were floored. They said they felt like they already knew what it would be like to work with her.
And honestly? I was floored too.
Because I’ve interviewed hundreds of EAs at this point, and this kind of prep is rare. Most people have already built or are using these assets, but don't package it neatly to whip out in an interview. Which means the ones who do immediately stand out.
So in this issue, I’m sharing:
✅ A killer EA workflow template from Nicky Christmas, founder of The EA Campus
✅ The full daily / weekly / monthly breakdown (steal it, adapt it, make it your own)
✅ A starter list of templates you can create this weekend to look instantly more strategic
Whether you’re job searching or just trying to feel less reactive every day, this one’s worth bookmarking.
Let’s dive in!
Actual footage of me writing this newsletter:
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📝 TEMPLATES, WORKFLOWS, AND THE EA WHO ATE
I came across a post this week from Nicky Christmas that outlined what EAs should be doing daily, weekly, and monthly, and it immediately reminded me of a candidate I had interviewing one time. Halfway through, she casually pulls out a whole portfolio like, “Oh yeah, I brought a few things I’ve built.”
A few things = a full-on toolkit. Briefing docs. Travel templates. A meeting recap system. Even a dashboard. Like… girl had infrastructure.
It instantly changed the tone of the whole conversation. Suddenly it wasn’t “are you qualified?”, it was “how fast can we get you in here?”
So here’s your reminder (from me, gently, but like with urgency):
Build your toolkit.
Even if you’re job searching. Especially if you’re job searching.
Templates, workflows, docs, trackers......make them now.
📋 What Kind of Templates Should You Make?
Start with this 🔥 template from Nicky Christmas, founder of The EA Campus, who just dropped this incredibly helpful Executive Assistant Workflow you can steal, adapt, or use to build your own version.
She breaks it down by cadence (daily, weekly, monthly) and category (Executive Support and Communications), which is exactly how you should think about your systems.
The goal? Make it ridiculously clear that you are not reactive. You are proactive, strategic, and two steps ahead of everyone else.
🧠 EXECUTIVE SUPPORT WORKFLOWS
DAILY
Review and prioritize the executive’s calendar, flagging conflicts and urgent tasks.
Prepare and deliver daily briefing documents (agendas, briefing notes, talking points).
Scan for immediate follow-up items (internal & external) requiring executive’s attention.
Monitor inboxes, flag opportunities, respond where appropriate, and draft responses.
Check and respond to urgent communications to ensure ongoing official business is not missed.
WEEKLY
Analyze the executive’s calendar to identify key objectives and scheduling alignment.
Review meeting outcomes and update action plans.
Collaborate with peers to align schedules, plans, and progress.
Support project planning and execution.
MONTHLY
Evaluate the EA/executive partnership (trust level, rhythm, goals).
Review strategic goals and ensure weekly activities are aligned.
Seek performance feedback and apply continuous improvement practices.
Prepare detailed reports and executive dashboards.
💬 COMMUNICATION WORKFLOWS
DAILY
Manage and prioritize all communication across channels.
Maintain and update key professional contacts.
Ensure quick response times across emails, texts, apps, and platforms.
Acknowledge stakeholder contributions and recognize important updates.
WEEKLY
Facilitate cross-functional communications and updates.
Draft, edit, and review executive-level comms.
Provide status updates to key stakeholders.
Coordinate team alignment and collaboration efforts.
MONTHLY
Review and refine communication systems and processes.
Identify major blockers in communication flow and resolve them.
Provide feedback on what’s working and what’s confusing.
Monitor brand messaging across social media if it’s in your wheelhouse.
📁 So… What Should You Include in Your Toolkit?
Let’s break it down. If you’re creating your own EA playbook, here are some ideas:
1. Daily Briefing Template
Pulls in calendar items, key info, talking points, and urgent to-dos. Think of it as the “Today Show” for your exec.
2. Calendar Audit Tool
A monthly review doc that asks: “Are we spending time on what matters?” This makes you look insanely strategic.
3. Meeting Notes & Action Tracker
Not just notes. Outcomes, owners, and deadlines. No one ever wonders what happened or who’s doing what.
4. Executive Dashboard
One page with metrics, goals, people updates, travel plans, and anything else they ask you about 1,000 times a week.
5. Travel Protocol Checklist
Pre-trip, during, and post-trip checklist with preferences, loyalty info, backup options, and emergency contacts.
6. Comms Library
A few well-crafted templates for emails like: decline with grace, schedule a call, confirm attendance, or “bump this to the top of your inbox.”
7. Inbox Management SOP
Show your process. Labels, triage rules, delegation logic, urgency scale. Inbox Zero energy.
8. Decision Log
Track key decisions made (and by whom) to avoid the “wait, didn’t we already talk about this?” chaos.
🙋🏻♀️ TL;DR
If you want to stand out in interviews (or just be that girl at work), you don’t need another bullet point that says “calendar management.”
You need to show the systems behind the skill.
Let them see how you manage a calendar, how you prep a briefing, how you close loops and run point.
Shoutout to Nicky Christmas for dropping this resource that’s basically a cheat code.
Steal it. Build on it. Make it your own.
And if you already have templates or workflows you love...
Send them to me! I’ll feature a few in a future issue. (And maybe make a library for all of you?!)
Ask a Recruiter
Stuck in your job search? Not sure how to handle a tricky interview question or navigate the hiring process? Submit your question anonymously, and I’ll answer it in an upcoming newsletter.
📅 See you next time!
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Sydney Morris
Founder, N+1 Search
Author, The Offer Letter