Your step-by-step operating playbook.
Proposed client-review workflow for reclaiming time through approved calendars, travel research, appointments, events, errands and recurring reminders. Adapt permissions at kickoff; this template is not approved internal policy.
The complete SOP is visible below—no download or extra click required. Tailor the selected duties, training, tools and approval limits with your team before work starts.
Complete task & responsibility scope.
Coordinate approved personal administration; obtain client approval before purchases, commitments or sensitive changes.
Support day-to-day personal administration and coordination so the client can focus on priorities, with explicit approval for sensitive actions and spending.
Select the duties relevant to your business at kickoff. Extended duties require suitable training, supervisor approval and scoped access; this list does not automatically authorize clinical, legal, licensed or financial decisions.
- Coordinate personal calendars
- Research travel options
- Organize appointments and events
- Track errands and recurring reminders
- Manage personal calendars and appointments.
- Handle approved email correspondence and communication.
- Research travel arrangements and prepare itineraries; book only when authorized.
- Coordinate personal events and special occasions.
- Organize personal finance records and bill reminders; execute payments only with explicit authorization.
- Research information and present options for the client's decision.
- Research online shopping and gifts; purchase only within approved limits.
- Coordinate service providers such as cleaners and maintenance teams.
- Maintain personal records and documentation securely.
- Provide reminders for important dates and deadlines.
01 / Deliverables, ownership & kickoff
What you receive
- Checked personal calendar with approved changes and reminders
- Appointment or event detail sheet with confirmations and unresolved items
- Dated travel comparison with costs and stated conditions
- Errand tracker with owners, dependencies and completion evidence
- Recurring reminder register with review dates and approved wording
Who owns what
Assistant
- Check dates, preferences and dependencies before preparing personal administration.
- Execute authorized coordination and reminder steps; record approvals.
- Restrict sensitive details and flag conflicts or missing decisions.
Client owner
- Set priorities, preferences, budgets and contact permissions.
- Approve commitments and sensitive changes; execute purchases, bookings and payments.
- Resolve competing priorities and confirm errand or event completion.
VSI coordinator or agreed Team Lead
- Confirm scope, access boundaries and escalation contacts.
- Review workload and recurring coordination issues with the assistant.
- Arrange agreed coverage or process corrections without replacing client authorization.
Confirm before work starts
- Identify decision-maker, backup contact and approval channel.
- Document time zones, travel preferences and protected calendar blocks.
- Distinguish calendar edits requiring individual approval from documented standing permission.
- Define appointment and event contacts, allowed disclosures and approved wording.
- Confirm travel comparison criteria; client retains budget, booking and payment decisions.
- Supply errands, recurring dates, reminder recipients and completion rules.
- Approve access, storage, reporting cadence and exception review targets.
Role-specific readiness checklist
- Confirm priorities, household contacts and preferred communication channel.
- Agree spending, booking and payment approval limits in writing.
- Review appointments, reminders, research requests and event deadlines.
- Present costed options and request approval before commitments.
- Record confirmations, receipts and outstanding decisions securely.
02 / Skills, systems & approved access
Skills and qualifications
- Organization and prioritization
- Discretion
- Clear written communication
- Exceptional organization and time management
- Discretion with personal matters
- Proactive problem-solving
- Excellent written and verbal communication
- Attention to detail and follow-through
- Adaptability to changing priorities
- Research skills and resourcefulness
Verify the capability—not just the résumé
- Organization
- Turn sample requests into dated calendar items and an errand tracker without omissions.
- Prioritization
- Propose options for a scheduling conflict and identify the required client decision.
- Discretion
- Redact an appointment note and identify details an event contact actually needs.
- Clear written communication
- Draft a confirmation request with date, time zone, location and a specific question.
- Organized travel comparison
- Compare sample itineraries against preferences, separating verified details from unknown conditions.
Tools and systems
Use client-approved tools and individual role-based accounts. Examples are options, not claims that an integration or subscription is included. Never share credentials in chat.
- Shared calendar
- Client-approved task manager
- Secure travel and document tools
- Calendar management applications
- Email management tools
- Travel booking platforms
- Personal finance management software
- Task management systems
- Secure document storage
- Communication platforms
How access supports the procedure
Shared calendar
Use: Maintain approved personal schedules, availability blocks and reminders.
Access: Client-approved account with visibility and editing limited to assigned calendars.
Client-approved task manager
Use: Track errands, recurring reminders, approvals and unresolved dependencies.
Access: Access only agreed lists; restrict sensitive descriptions.
Secure travel and document tools
Use: Store travel comparisons, confirmations and appointment or event details.
Access: Client-selected tools and authorized folders; no assumed integrations or payment access.
03 / Coordinate calendars, appointments and events
Start when: New request, changed appointment or calendar conflict.
What you need
- Requested date, time zone, location and participants
- Availability, preferences and protected blocks
- Contact permissions and approval requirements
How to complete the work
- Check completeness, time zones, travel buffers and existing commitments; clarify missing details.
- Prepare feasible slots and an appointment or event checklist covering participants, location and dependencies.
- Obtain client authorization for commitments or sensitive changes; record the selected option and approval reference.
- Coordinate using approved contacts and wording; make permitted calendar changes only after the relevant authorization.
- Check confirmations against the calendar; attach approved logistics and set reminders without unnecessary personal details.
- Record completion or pending responses; escalate conflicts, changed costs or unconfirmed arrangements to the client.
Authorized details match calendar and confirmations; remaining dependencies have named owners.
If something is missing or outside scope: Hold unapproved changes; do not cancel an existing commitment to resolve conflicts independently.
04 / Research travel options for client selection
Start when: Client requests a trip comparison or revised options.
What you need
- Dates, destinations and traveler preferences
- Client-set budget and comparison criteria
- Approved research tools and document permissions
How to complete the work
- Check dates, destinations, preferences and budget; clarify unknowns before comparing options.
- Research within the brief; record source, check date, quoted cost and visible availability.
- Compare travel times, transfers, location and stated change conditions; label unverified details rather than infer them.
- Present a shortlist with trade-offs and questions; request client selection and authorization before any commitment.
- Record the selection; client completes purchases and bookings, then supplies confirmations for administrative organization.
- Reconcile confirmations with the selected itinerary, prepare approved calendar entries and escalate discrepancies.
Comparison and decision are recorded; received confirmations are organized with discrepancies flagged.
If something is missing or outside scope: Refresh changed availability or costs for review; never substitute or purchase independently.
05 / Track errands and recurring reminders
Start when: New errand, recurring date or reminder review becomes due.
What you need
- Errand description, due date and responsible person
- Recurrence pattern and reminder preferences
- Dependencies, contact permissions and completion evidence
How to complete the work
- Check request, due date and recurrence; distinguish tracking from purchases or physical errand execution.
- Create an entry with owner, next action and dependencies; identify client decisions needed.
- Prepare reminder wording and timing; obtain approval for new recipients, sensitive details or changed recurrence.
- Set or issue authorized reminders through approved tools; record timing and recipient preference changes.
- Request evidence from the responsible person; mark pending, blocked or complete without assuming completion.
- Review next occurrence and unresolved items; escalate missed dependencies or approval needs with proposed next steps.
Each item has a supported status and next date; reminders reflect approved recurrence.
If something is missing or outside scope: Pause disputed or unwanted reminders; request client direction before resuming or changing recipients.
06 / Daily rhythm, quality & reporting
Daily routine for this role
- Review today's appointments, buffers and unresolved confirmations.
- Check pending travel decisions and changes.
- Review due errands and reminders.
- Record completions, approvals and next actions.
Weekly review
- Review conflicts and event dependencies with the client.
- Reconcile errand statuses and recurring reminder patterns.
- Review coordination issues and agreed quality targets with the VSI coordinator.
Quality checks and measures
Agree review standards with the client. Example measures are not guaranteed service levels.
Calendar accuracy
Review standard: Agree a percentage target for entries matching authorized date, time zone and location.
Evidence: Calendar-to-confirmation review log.
Travel comparison completeness
Review standard: Agree required fields and a completeness percentage target before research.
Evidence: Dated checklist with unknowns marked.
Reminder fidelity
Review standard: Agree a percentage target for matching approved timing, recipients and recurrence.
Evidence: Reminder register and change history.
Approval traceability
Review standard: Agree a percentage target for reviewed commitments and sensitive changes with recorded authorization.
Evidence: Approval references linked to reviewed items.
Reporting and handoff
Cadence: Propose daily summaries and weekly review; agree cadence and targets at kickoff, without guaranteed outcomes.
- Calendar changes and upcoming commitments
- Appointment and event confirmations
- Travel comparisons awaiting selection
- Errands completed or blocked
- Recurring reminders due or paused
- Client approvals required
- Exceptions, owners and next actions
07 / Approval limits & escalation
Decisions that need approval
- Client or authorized professionals retain budgets, purchases, payments, filings and licensed, legal or clinical decisions.
- Do not commit funds, accept terms or make sensitive changes without client approval.
- Share minimum necessary details through approved access; never share credentials.
- Use approved contact permissions and scripts; record opt-outs and stop unwanted outreach.
- Tool choices require client approval; this template enables no integrations or actual account operations.
Role-specific control requirements
- No financial transfers, purchases, bookings or account changes without documented authorization and agreed controls.
- Protect personal and family information; escalate unusual financial requests or identity concerns.
- Review calendar accuracy, reminder completion and approved expense records weekly.
What to do when work cannot proceed
Conflicting appointment or unclear priority
Action: Present alternatives and hold changes pending direction.
Owner: Client owner
Purchase, commitment or sensitive change requested
Action: Prepare details for approval; route transaction execution to the client.
Owner: Client owner
Travel confirmation differs from selection
Action: Flag mismatch and request instructions; do not rebook.
Owner: Client owner
Missing access or repeated coordination blockage
Action: Document blocker and arrange scope or access review.
Owner: VSI coordinator or agreed Team Lead
Name the owner and backup, agree response windows and permissions, and record client sign-off at kickoff. Revisit the SOP whenever scope or access changes.