How My Remote Executive Assistant Kept Everything Running While I Traveled

Traveling while managing a business can be tricky, especially when things pop up unexpectedly. But thanks to my incredible assistant, I was able to enjoy my time traveling through Europe for a month without missing a beat. Here's how she saved the day on multiple occasions and why having a "second-brain" assistant can transform how you operate your business.

The Power of Preparation: Managing My Calendar

Before my trip, my assistant and I went through my calendar to make sure my schedule aligned with European time zones. We moved all meetings so they fit my mornings in Europe, leaving the afternoons free for my team back home. She also took care of contacting clients and team members, making sure there were no scheduling conflicts.

But during the trip, unexpected things still popped up. For example, sometimes I’d be out exploring a new city and suddenly notice a last-minute discovery call had been booked. With no time to manage it myself, my assistant would step in to reschedule or handle communications with the client, ensuring nothing slipped through the cracks.

One of the biggest saves was when my flight got rescheduled on a day packed with client meetings. My assistant seamlessly moved all the meetings, contacted clients, and made sure everything was rebooked—saving my business from any hiccups while I was still en route.

Managing My Email—Without the Overload

During my travels, I only checked my email once a day, and that’s because my assistant had it under control. For more urgent matters, she would ping me via WhatsApp, and I’d simply send her a quick voice recording with my response. This system was so efficient that even while traveling, I stayed on top of important communications without feeling overwhelmed.

She handled everything, from client inquiries to requests for my time. Whenever a challenging email required my input, I could rely on her to get my instructions quickly and execute them perfectly.

Social Media Support While on the Road

My assistant didn’t just help with scheduling and emails—she also managed my social media. Before a big talk at B-Nomad Fest, I decided to invite people to connect with me on LinkedIn for a copy of my slides. I coordinated with my assistant, who was online during my presentation, and she responded to everyone who reached out, providing them the materials right away.

She also handled comments and messages on my posts, allowing me to focus on other things while still maintaining an active social media presence. Having this kind of support was invaluable, especially when I was busy speaking at events or enjoying my travels.

Creating Assets On the Fly

One of the most impressive moments came when I realized—just hours before my talk—that I needed to create branded resources for my audience. While doing my makeup, I sent my assistant a quick voice note explaining what I needed, and by the time I was at the venue, she had everything done to my quality standards. I didn’t even have time to check it until after the talk, but it was flawless!

This wasn’t a one-time thing, either. Throughout my trip, whenever I needed a quick PDF or graphic, she knew exactly what I wanted and delivered it perfectly.

Keeping Me on Track: Accountability Even While Traveling

Despite being thousands of miles away, my assistant made sure I stuck to my commitments. For example, I had promised my team I would complete a newsletter while traveling. My assistant not only reminded me but also coordinated with other team members to ensure I delivered on time.

She kept me accountable by gently nudging me, even coordinating with our marketing team to ensure tasks were completed. It’s this level of proactive support that truly makes her my "second brain."

Why Every Entrepreneur Needs a "Second Brain" Assistant

Having a dedicated assistant who knows your business inside out can be a game-changer, especially when you’re traveling or dealing with unexpected challenges. But this level of support doesn’t happen overnight. It took time to refine our systems, communication styles, and processes to create a seamless workflow that works for both of us.

If you’re curious about what it’s like to have an assistant who operates as your "second brain," I invite you to explore more about the benefits of hiring a Remote Executive Assistant (REA) or schedule a call to learn more.

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