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Save Hours of Your Time with This Secret Delegation Hack

How do executive assistants keep track of details like your favorite lunch place or your preferred meeting times? It's not magic, but it's pretty close.
Ever wondered how executive assistants seem to have everything memorized — from their boss’s schedule to their travel preferences?

That’s all thanks to this humble document: the executive info and preferences sheet.

In this post, we’ll walk you through the benefits of having an info and preferences document, how you can create one, and finally, how you can use it to save hours of your time.

What’s an info and preferences sheet?

An information and preferences sheet is exactly what it sounds like. It’s a document that contains your personal information and preferences like:

  • your contact information
  • personal and professional VIPs —
  • — and preferred meeting times

The info and preferences sheet is a living document. As you and your Filipino executive assistant work together, they can add more details to the doc, including:

  • Where you want to be featured or mentioned in the future
  • Organizations you’re affiliated with
  • Projects you want to be part of —
  • — and more

“If your SOP is an instruction manual for tasks, this personal info and preferences document is the manual to you,” shares our CEO, Marshall Haas, inside his free delegation course.

For example, if you don’t like having meetings on Wednesdays, that’s something that you can put on your info and preferences doc. Then your assistant will know not to confirm or book any meetings for that day.

Travel is another example. Do you prefer a certain airline when traveling domestic? How about for longer international flights? With this info in hand, your executive assistant can be more efficient at their job.

With an info and preferences document, you can:

  • Onboard your assistant faster - No need to hop on multiple calls or personally walk them through your preferences. All they have to do is study the document and use it as a guide. By streamlining your process, both of you can save more time and energy for more important things.
  • Avoid decision fatigue - You can take mundane decisions like what to eat for lunch or when to book the dentist off your plate. Instead, your remote executive assistant can make these informed decisions for you. Without these distractions, you can dedicate more time for deep work or focus on high-value tasks.
  • Delegate better - Less decision fatigue, less distractions, more productivity. You’ll be able to prioritize tasks, focus on the things that need your specific attention, and ultimately crush delegation.

Related: Delegate faster with SOPs. Here’s how.

How to create an executive preference sheet

Creating an executive info and preferences sheet is pretty straightforward.

You can create a simple Google doc or use a wiki template on Notion for easier navigation. Whichever tool you choose, make sure that you can easily update and share your preferences with your remote executive assistant. Remember, this is a living document. Expect it to grow as you and your assistant work together.

Anything you want your assistant to know about you goes into this document. If you’re not sure about what to write in this doc, these categories are an excellent place to start:


  • Your name and contact information
  • Your birthdate
  • VIPs in your personal life and their details
  • Your emergency contact
  • Food allergies or other medical conditions that your executive assistant needs to know

Communication and contacts

  • Your preferred email addresses and the purpose of each
  • Your social media handles
  • Who are the VIPs in your business?
  • The communication channels you use and their purpose. For example, Slack is for project-related stuff while iMessage should be reserved for urgent messages only.
  • Schedule overlaps with your remote team if you are working asynchronously
  • How often would you like to receive status updates or progress reports?


  • Your preferred calendars
  • Meeting availability and preferred times
  • Blocked off days or times for deep work


  • Credit cards - what cards does your assistant have access to?
  • What type of  expenses need your approval?
  • Do you prefer a certain format for budget reporting?

Travel preferences

  • What’s your preferred airline for local and international travel?
  • Seat and flight schedule preferences
  • Preferred accommodation
  • Passport information

Service providers

  • If you have preferred service providers for stuff like home repairs, tech, personal care, health, or food needs, put them here.


  • Your awards and achievements
  • Organizations you’re affiliated with
  • Current business partners
  • Publications that have featured you in the past (e.g. Forbes 30 Under 30)
  • Events, publications, or websites that you want to be featured or mentioned in the future
  • Dream collaborations or projects (e.g. to be featured in My First Million podcast)

You can add or remove some of these items as you see fit. The point is to provide your assistant with as much relevant information so that you can work together smoothly.

Once you finish creating the doc, share it with your assistant during onboarding. That’s it — you’ve got an info and preferences document.

Related: How to onboard virtual assistants from the Philippines

Make your executive assistant the expert to you

Remote executive assistants work better when you give them the right tools. The info and preferences sheet is one of the best tools that you can put in their arsenal. Without having to make small, mundane tasks and decisions, you can free up more time for the things that truly matter to you and your business.

FAQs about the info and preferences sheet

What’s an info and preferences sheet?

An info and preferences sheet is like an executive user manual. It contains your personal information and preferences for things such as:

  • Travel
  • Scheduling
  • Communications
  • Service providers
  • and the like

The goal of the info and preferences sheet is to help you onboard and collaborate with your remote executive assistant more efficiently.

How do I create an info and preferences sheet?

You can create an info and preferences sheet using tools like Google Docs, Notion, or Airtable. Since it’s a living document, make sure that your assistant can easily access and edit it.

Where can I hire remote executive assistants?

Use Somewhere. We’re the top headhunter agency for hiring talent in the Philippines and Latin America. Our team can help you find amazing executive assistants for a fraction of the local cost. Start a search today.

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