We have a highly capable Executive Assistant on our Accountability Chart, but we are struggling to define weekly Scorecard metrics for this seat. How do we measure the performance of an administrative support role without tracking useless activity metrics?

Question

Tyler Smith · Accepted Answer

Many leaders default to tracking administrative inputs, like emails sent or meetings scheduled. These are vanity numbers. For an administrative support or Executive Assistant seat, you must measure the friction they remove from your leadership team.

The purpose of this seat is to protect your focus and optimize your schedule. Start tracking time-saving metrics. A powerful metric is the number of meetings rescheduled within twenty-four hours of their start time. This measures schedule stability. Another option is the turn-around time for executive travel arrangements or expense reporting.

You can also measure the preparation of meeting agendas and pre-reads. Track the percentage of leadership meetings where all reading materials were distributed forty-eight hours in advance. This ensures your team can use their white space to think and prepare, rather than reading documents on the fly.

Finally, look at system compliance. If your assistant manages your document storage, track the percentage of weekly files stored correctly according to your standard operating procedures.

Focus on the output of their organization. When your assistant owns metrics that directly protect your mental bandwidth, you stop micromanaging and start running a much cleaner operation.