How to Create a CEO Preferences Document for Your Executive Assistant
CEO preferences document
A CEO preferences document is the single most efficient investment you can make when bringing on a new executive assistant. It converts the implicit knowledge in your head, the preferences you have formed over years of working a certain way, into explicit guidance that your EA can reference right away. Without it, they learn your preferences through error and correction, which is slow and frustrating for both sides.
The document is not a manual. It is a concise reference, usually two to four pages, that covers how you work, what you prioritize, and what your EA is empowered to decide independently.
Cover scheduling preferences in detail
Scheduling is where an EA makes the most daily decisions on your behalf, so your preferences here need to be explicit. Include your preferred meeting start times, how much buffer you need between back-to-back calls, which days or time blocks are protected for deep work, and what types of meetings require your direct approval before being accepted.
Note which recurring commitments are non-negotiable and cannot be moved without checking with you first. List any external contacts who have standing invitation to book time with you directly, versus those who should be routed through the EA.
For a fuller view of how this feeds into the onboarding process, the guide on onboarding a virtual executive assistant walks through the full setup sequence and where the preferences document fits.
Describe your communication standards
The preferences document should tell your EA how you communicate and how you want to be communicated with. Include your preferred channel for urgent items, how you like to receive the morning briefing, what level of detail you want in written summaries, and how you prefer to handle voicemails and text messages.
If there are tone or style preferences that matter to you, write them down. Some executives want formal, precise language in all outbound correspondence drafted on their behalf. Others prefer directness and brevity. Your EA cannot guess which applies; you need to tell them.
Include your preferences for meeting prep. If you read briefing documents the morning of the meeting, say so. If you want a one-page summary 24 hours in advance, make that standard explicit.
List your known preferences and constraints
This section captures the specific, sometimes quirky preferences that take time to discover through day-to-day working. Examples include: which airlines or hotel chains you use, whether you take phone calls while traveling, how much personal time you protect in your schedule each week, and which meeting platforms you prefer.
Also include constraints: medical appointments that recur and must not be scheduled over, travel blackout dates, and any recurring personal commitments that deserve the same protection as professional ones.
The goal is to capture anything that, if your EA did not know it, would result in a scheduling error, an awkward communication, or a request that should have been declined.
Be explicit about decision-making authority
One of the highest-value sections in the preferences document is a short statement of what your EA is authorized to decide without checking with you. This might include accepting meetings under 30 minutes with known contacts, rescheduling low-priority calls, responding to scheduling requests from a defined list of people, and declining speaking or event requests below a certain threshold.
Writing this down prevents your EA from over-checking on decisions that should be automatic, which is one of the most common friction points in new EA relationships. It also protects you from being interrupted by questions that should never reach you.
Pair this with the guide on setting clear expectations, which covers the broader process of defining authority and accountability in the working relationship.
How managers use preference documentation
Harvard Business Review research on executive relationships and delegation consistently finds that explicit documentation of working preferences reduces friction, accelerates the trust-building period, and improves the quality of decisions made on behalf of the principal. The document is not overhead; it is the operating manual for the relationship.
Frequently asked questions
What is a CEO preferences document?
A CEO preferences document is a concise written guide that tells your executive assistant how you work, what you prioritize, and what they are authorized to decide on your behalf. It covers scheduling rules, communication preferences, known constraints, and the boundaries of EA decision-making authority.
How long should a CEO preferences document be?
Two to four pages is the practical range. Long enough to cover the areas that matter, short enough that your EA actually reads and references it. If the document runs longer, it usually means some content belongs in a separate SOP rather than in the preferences guide.
When should I create the preferences document?
Before your EA starts. Writing the document forces you to clarify your own preferences, which is useful in itself. Share it at the start of the engagement alongside access credentials, communication tool introductions, and the calendar setup.
Should the preferences document be updated over time?
Yes. Review it at 30 and 90 days after onboarding, when you have a clearer picture of which areas needed more detail and which rules have shifted. Update it whenever a significant change in your role, travel pattern, or communication needs makes a section obsolete.
What if I do not know what my preferences are until something goes wrong?
That is normal. The preferences document starts as your best initial draft and improves through use. When an issue comes up that the document did not cover, add that case to the document so it gets handled correctly going forward. Over time the document becomes a very accurate model of how you work.