Fractional Executive Assistance

At Antares, our Fractional Executive Assistance services enhance leadership efficiency and streamline business operations for CEOs and top-tier executives. Starting with a comprehensive analysis of your leadership style and business objectives, we identify critical areas where strategic support can alleviate overwork and maximize productivity.

Our process involves creating custom systems and streamlined workflows tailored to the unique demands of high-level management. This targeted approach, detailed below, allows leaders to engage more deeply in their core responsibilities, fostering enhanced decision-making and organizational success.

With a proven 8-year strategy, Antares excels in matching senior-level, remote Executive Assistants with leaders. We build lasting, trusting, and high-value partnerships that shine.

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Milestones You Can Expect From Your EA

30-Day Milestone: Gaining Insight and Initial Triage

Insight Phase

  • Initiate Conversations: Engage with you and your team to comprehend your leadership style, company values, goals, and strategies.
  • Identify Overloaded Areas: Assess the most overloaded areas to prioritize and develop a strategic action plan.
  • Interview Sessions: Conduct interviews to understand your ideal workweek, current priorities, and key focus areas.

Triage Phase

  • Email/Inbox Management: Start streamlining your email/inbox by cleaning, archiving, setting up rules, and identifying key contacts.
  • Schedule Management: Begin to assume scheduling responsibilities, clear conflicts, manage invites, fill in missing details, and prepare for meetings.
  • Address Top Priorities: Tackle high-priority tasks that will eliminate bottlenecks and reduce pressure on the CEO.

60-Day Milestone: Advanced Triage and Beginning Streamline

Advanced Triage Phase

  • Calendar Management: Dive deeper into calendar management, fully assuming all calendaring responsibilities for the CEO.
  • Enhanced Email Support: Add another layer of email support, recognizing key contacts, delegating tasks found in emails, getting emails answered by you, or handling them independently.
  • Extended Bottleneck Resolution: Address any further backlog projects or missed deadlines, ensuring the CEO’s workload is up-to-date with only current tasks and projects.

Streamline Phase

  • Process Documentation: Take note of processes and systems created in our personalized support manual.
  • Project Management Setup: Establish a project management system (like Planner, Asana, Monday, etc.) to streamline operations.
  • Efficiency Building: With bottlenecks and old projects completed, build efficiency and initiate new projects.
  • Travel Coordination: Manage travel arrangements, ensuring seamless logistics for business trips.

90-Day Milestone: Streamlining Operations and Iteration

Advanced Streamline Phase

  • Continue to Document New Systems: Record any new systems or processes created while managing new projects in the support manual.
  • Proactive Planning: Plan and schedule the corporate calendar, travel, presentations, board meetings, and strategic planning from now until the end of the year.
  • Enhance Efficiency: Build and update software tools to enhance operational efficiency.
  • In-depth Research: Conduct in-depth research for upcoming projects and strategic decisions.

Iterate Phase

  • Refine Processes: Based on feedback from you and your C-suite, continuously refine processes to adapt to the ever-changing corporate landscape.
  • Gather Feedback: Collect and incorporate feedback to make necessary adjustments.
  • Take on Deeper Projects: Begin handling long-term strategic planning and high-impact initiatives to alleviate the CEO’s workload.

Months 4-9 Milestones: Build Phase

  • Establish a Strong Foundation: Build a reliable foundation that yields significant results for your organization.
  • Comprehensive Support: Manage complex projects, coordinate team efforts, and ensure seamless communication across all levels.
  • Personal Support: Handle sensitive matters discreetly and help balance your personal and professional life.
  • Systems Integration: Deeply integrate systems and processes into daily operations for consistent and reliable support.
  • High-Priority Task Management: Provide ongoing support in managing high-priority tasks and delegating responsibilities to the appropriate team members.
  • Regular Research: Conduct regular research to keep you informed about industry trends, competitive analysis, and market opportunities.
  • Software Tools Maintenance: Maintain and update software tools to ensure they meet evolving needs and improve overall efficiency.
  • Meeting Preparation: Prepare detailed meeting packets and agendas, ensuring you are always well-prepared and informed.
  • Relationship Management: Manage relationships with key stakeholders, clients, and partners, ensuring effective communication and collaboration.
  • Data Management: Ensure that all important data and documents are organized, accessible, and secure.

Months 9-12 Milestones: Celebrate Success!

  • Strategic Initiatives: Develop and manage strategic initiatives on behalf of the CEO to drive organizational growth and success.
  • Continuous Learning: Keep the CEO informed about the latest industry trends, best practices, and potential opportunities for professional development.
  • Professional Network Expansion: Assist the CEO in expanding their professional network by identifying and facilitating connections with key industry figures.