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Sourcing and Vetting: Researching new vendors (e.g., graphic designers, printers, IT support), collecting quotes, and presenting the best options for approval.
Relationship Management: acting as the "bad cop" when deadlines are missed or the "good cop" when negotiating renewals or better rates.
Invoicing and Payments: Reviewing vendor invoices for accuracy against quotes, flagging discrepancies, and setting up payments.
Appointment Logistics: Scheduling maintenance, deliveries, or consultation calls, ensuring they fit into the wider company schedule without conflict.

Hierarchy Creation: Designing intuitive folder structures (e.g., Year > Client > Project > Drafts/Finals) in cloud storage platforms like Google Drive, Dropbox, or OneDrive.
Naming Conventions: Enforcing strict file naming rules (e.g., 2024-10-15_Invoice_ClientName_v2) so anyone on the team can find a document via search instantly.
Access Control: Managing permissions to ensure sensitive data is only accessible to relevant team members and revoking access for offboarded employees.
Asset Organization: Tagging and categorizing brand assets (logos, headshots, hex codes) so the marketing team always grabs the correct version.

Research and Preferences: Finding flights that match specific preferences (aisle seats, specific airlines, layover limits) and hotels that are within walking distance of meeting venues.
Itinerary Management: Creating a cohesive, door-to-door schedule that includes flight times, confirmation numbers, hotel addresses, and meeting slots, all synced to the traveler’s calendar.
Logistics Handling: Booking ground transportation (Ubers, rental cars), making dinner reservations for client meetings, and handling online check-ins.
Crisis Management: Being on standby to rebook flights or contact hotels if cancellations or delays occur mid-trip.

Tool Management: Setting up and maintaining project management software (Asana, Trello, ClickUp, Monday.com).
Deadline Enforcement: Assigning due dates to team members, sending reminders before deadlines hit, and flagging "at-risk" tasks to leadership.
Meeting Action Items: Sitting in on meetings to take notes, specifically extracting "Action Items," and immediately entering them into the task tracker assigned to the correct person.
SOP Development: documenting repeated tasks into Standard Operating Procedures (checklists) to ensure consistency and easier delegation in the future.

Pro Plan Explained