As the EA, you build and maintain a trusted network of vetted service providers for the executive’s home systems (plumbing, electrical, HVAC, appliances, landscaping, pest control, etc.). This proactive approach ensures that when issues arise, solutions are already in place—minimizing disruption and decision-making for the executive.
All tasks are received and documented in your AI Tool / Project Management Tool > Task section, with every step, decision, and update logged in task comments. You use AI Copilot for provider research, vetting, drafting communications, and generating preventive maintenance recommendations.
Why this matters:
Household issues can consume a disproportionate amount of the executive’s time and energy. By curating and maintaining a reliable provider network and anticipating maintenance needs, you enable fast, seamless resolutions and let the executive stay focused on their highest priorities—without unnecessary stress.
EXPECTED OUTCOMES
- Comprehensive, up-to-date list of vetted service providers covering all major household systems.
- Provider records include contact details, specialties, ratings, and reliability notes.
- Repairs and maintenance handled quickly using the pre-built provider list.
- Payments and tracking managed according to client-specific protocols.
- All documentation and progress updates logged in your AI Tool / Project Management Tool > Task comments.
- AI Copilot regularly leveraged for seasonal/preventive suggestions and provider research.
Use this playbook when you are responsible for maintaining a household provider ecosystem—either for:
- The executive’s primary residence.
- Secondary/vacation homes.
- Long-term rental or investment properties where the executive wants minimal involvement.
It covers both proactive maintenance planning and fast-response support when issues arise.
Pre-conditions
- Executive confirms which property/properties are in scope.
- Access to basic property info (location, systems present, existing providers, HOA rules if any).
- Client preferences clarified (e.g., eco-friendly providers, cost vs. speed priorities, brand loyalty).
- Agreed tracking system for the provider list (Sheets, Airtable, Asana, Notion, etc.).
Executive Assistant
- Build, vet, and maintain the provider network.
- Keep provider records complete and current.
- Coordinate repairs and maintenance using the vetted list.
- Track appointments and payments per client protocols.
- Proactively generate seasonal and preventive maintenance suggestions.
Executive
- Share preferences (e.g., “no big franchise providers,” “green products only”).
- Approve or veto providers if they want final say.
- Provide feedback on service quality when needed.
Service Providers / Vendors
- Deliver services reliably according to agreed scope and schedule.
- Communicate constraints (timing, materials, scope changes) promptly.
Finance / Operations (if applicable)
- Process payments, maintain official vendor records, and support compliance.
Tools:
- your AI Tool / Project Management Tool (tasks + comments)
- Airtable / Google Sheets / Asana (provider database + maintenance tracker)
- Google Calendar (appointments, seasonal reminders)
- Yelp, Google Reviews, Angi/HomeAdvisor, Nextdoor (provider research)
- Password manager (if needed for shared portals)
AI Copilot Power Prompts:
- “Generate a list of the top-rated HVAC providers in [city/region] with reviews and contact details.”
- “Draft a polite introduction email to request quotes from three local electricians.”
- “Suggest a preventive maintenance schedule for common home systems in [city/region].”
- “Summarize this provider list and highlight any systems that are missing vetted coverage.”
Client Feedback Template:
Hi [Client], I’ve completed your household service provider list and included vetted options across all key systems. Could you review and let me know if there are any providers you’d like me to add, remove, or prioritize? This will help keep the list as accurate and useful as possible.
Top EA Pro Moves (Best Practices)
- Present provider options using ratings, reviews, and side-by-side comparison tables (cost, responsiveness, reliability).
- Maintain a centralized, living provider database accessible to the executive (if desired).
- Add scheduled maintenance requiring presence to the executive’s family/personal calendar.
- Proactively benchmark common maintenance schedules (e.g., annual HVAC service, quarterly pest control, biannual gutter cleaning).
- Maintain backup providers for each category to avoid over-reliance on a single vendor.
Top EA Mistakes to Avoid
- Incomplete provider research – Not covering all major systems or leaving obvious gaps (e.g., no emergency plumber).
- Skipping vetting – Failing to check ratings, reviews, or references per client preferences.
- Not integrating executive feedback – Ignoring existing preferred providers or continuing to list unwanted ones.
- Outdated provider list – Not regularly updating contact info, status, or performance notes.
- Underusing AI Copilot – Missing out on seasonal/preventive recommendations and vetted provider suggestions.
CLIENT FEEDBACK LOOP
After compiling or updating the provider list, send:
“Hi [Client], I’ve completed your household service provider list and included vetted options across all key systems. Could you review and let me know if there are any providers you’d like me to add or remove? This will help keep the list as accurate and useful as possible.”
Capture responses in your AI Tool's / Project Management Tool's task comments and immediately update the provider list so it remains a trusted, go-to resource for future maintenance and repairs.
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