How should our executive assistant or operations coordinator support the logistics, documentation, and follow-up for our session days?

Your executive assistant or operations coordinator plays an essential logistical role in protecting the integrity of our session days, but their work takes place primarily outside the session room rather than inside it.

Before the session, your coordinator manages the physical environment. They secure an offsite conference room with adequate natural light, ample whiteboard or wall space for flip charts, reliable temperature control, and proper seating. They coordinate breakfast, lunch, and refreshments so your leadership team never has to leave the facility or waste time deciding where to eat. Removing micro-distractions keeps the team focused entirely on strategic alignment.

During the session, your coordinator should not be sitting in the room taking minutes unless they hold an authentic seat on the leadership team. A core rule of EOS is that the people in the room must be the ones setting the strategy and participating fully. I facilitate and capture key discussion points, Rocks, and action items directly on flip charts and whiteboards throughout the day.

Immediately following the session, your coordinator takes over documentation and software updates. They transfer our completed V/TO updates, finalized Scorecards, newly assigned Rocks, and To-Do lists into your internal tracking software. They also help the Integrator schedule the cascading communications to your departments. Having an organized coordinator handle post-session mechanics ensures your leadership team returns to work without administrative lag.

Category: Working With Tyler