Summary
You’ll have a calendar that stays accurate when plans move, messages that get answered or parked with a clear next action, and travel, documents, and follow-ups that don’t rely on you remembering one more thing.
We’ll take control of your inbox, calendar, travel, and follow-ups with clear rules and a single action log you can trust. Next, we’ll confirm access, set the rules, and start the first week’s cadence.
We start by agreeing what “urgent” means for you, then we build the mechanics around it: inbox triage rules, a folder map, and calendar control with buffers and time zones handled. From there we run a weekly confirmation rhythm for travel and meetings, keep minutes and action chasing in one place, and close the month with a clean expense sweep.
Who you are working with
We’re Al Hajar Office, a two-person executive support team built for leaders who need their days back. We stepped into this work the same way most clients find us: one inbox and calendar became the bottleneck for a whole business, and small misses started carrying big consequences. We set up the structure, then we run it week after week.
We get picked when trust and speed both matter. We don’t “keep an eye on things”; we work off rules, logs, and confirmations you can check. If a plan changes, we don’t rely on a WhatsApp scroll to remember it. We put the decision in the action log, restate the time zone, and confirm the next step with the right person.
The team
You’ll deal with the same two people day to day, and you’ll know who is doing what.
Team
Maha Al Balushi, Executive assistant. Maha runs inbox and calendar control, meeting packs, minutes, and the action log, then brings you decisions that need your sign-off.
James Carter, Travel and admin coordinator. James handles travel and admin coordination: routes, bookings, confirmations, supplier follow-ups, and keeping all documents lined up for submission.
Recent projects
Here are three recent executive personal assistant assignments showing the kind of control and follow-through you can expect.
Portfolio
Inbox and diary takeover. We rebuilt triage rules, folders, and calendar ownership for a GM, then moved all meeting changes through one confirmation thread. The result was fewer double-books and faster replies, because every invite had an owner and a next action.
GCC to Europe travel week. We managed a multi-city week with flight changes, driver confirmations, and hotel updates, then sent a single daily itinerary message with local time and pickup details. Changes stopped living in five chats and started landing in one plan.
Meeting packs and minutes cadence. We set an agenda template and ran minutes with decisions and actions for recurring leadership meetings. Actions were chased mid-week, not at the next meeting, which kept owners accountable and reduced repeat discussions.
“My calendar stopped breaking, and nothing slipped when plans changed.”
General manager, a fast-moving operator-led business
What happens and when
Executive personal assistant runs on a weekly rhythm with daily triage. You can reach us by email or WhatsApp, and we’ll keep decisions and actions in one log you can scan in minutes.
1. Setup and rules Once, at start We agree inbox triage rules, folder map, and who can send what on your behalf. We set calendar ownership, time zone defaults, and meeting buffers. You give access, we confirm it works, and we send you the first draft of the cadence. 2. Inbox and calendar control Every day We sort, label, and respond where you’ve approved us to. Anything that needs your decision comes back as a short question with options. We accept, decline, and reschedule meetings, then confirm changes back with the correct time zone and location. 3. Confirmations and actions Weekly We run a confirmations sweep for the week ahead: travel, drivers, meeting locations, dial-in links, and pre-reads. We prepare agendas and meeting packs where needed, take minutes, and chase actions from one list so nothing disappears into WhatsApp. 4. Expenses and reconciliation Each month We capture receipts and log spend as it happens, then do a month-end sweep to close gaps. You get one reconciliation summary you can hand to finance, with the missing items called out and already requested from the right place.
Inbox triage and replies
Daily sorting and drafting or sending replies based on agreed rules, with flagged items returned to you as clear decisions.
CALENDAR OWNERSHIP
Daily control of invites, reschedules, buffers, and time zones, with confirmation messages sent after any change.
TRAVEL AND ITINERARY MANAGEMENT
Weekly planning and ongoing changes for GCC and Europe routes, including bookings, check-in notes, and driver confirmations.
Meeting packs, minutes, actions
For scheduled meetings: agenda prep, minutes, and an action log updated after each meeting, with mid-week chasing on open items.
SUPPLIER AND CONCIERGE LIAISON
As requests come in: quote requests, follow-ups, and confirmations, with the final details returned to you in one message you can forward.
EXPENSE TRACKING AND MONTH-END CLOSE
Ongoing receipt capture and spend tracking, then one monthly reconciliation summary with gaps identified and chased.
Plans
Choose based on how much of your day we’re owning and how often travel and meetings change. Most clients start with Core and adjust after month one. Prices are per month.
Priced items
Next steps
Sign to kick off executive personal assistant setup, and we’ll send the access checklist the same day.
1. Sign this proposal to reserve the start date. 2. Pay 50% of the setup fee so we can begin setup work. 3. Share access and preferences, then we start the first week’s cadence.
Signature
Fee summary
Who exactly will be in my inbox and calendar?
Maha is the person in your inbox and calendar day to day. James supports on travel bookings, confirmations, and admin coordination. You’ll always know who handled an item because we log actions and we sign key confirmation messages with our name.
WHAT DO YOU NEED ACCESS TO, AND HOW DO WE KEEP IT SECURE?
We’ll ask for access only to the tools we’re running: email, calendar, travel accounts, and shared folders for documents and receipts. We use separate logins where possible, keep permissions tight, and we confirm in writing what we can send, approve, or view.
How fast do you turn things around when plans change?
For meeting moves and travel changes, we respond as they happen during working hours and we confirm the change back to you once it’s locked. If we’re waiting on a third party, we tell you who we’re waiting on and when we’ll chase again.
HOW DO YOU TRACK ACTIONS SO NOTHING GETS LOST IN WHATSAPP?
We pull decisions and tasks out of WhatsApp and put them into one action log with an owner and due date. You’ll see what’s open, what we’re waiting on, and what was confirmed, without scrolling back through messages.
Payment
Setup is invoiced 50% to start and 50% when setup is complete. Ongoing work is invoiced at the start of each month. Every invoice is payable within 7 days of its date.
Who does what. Maha Al Balushi is in your inbox and calendar day to day. James Carter supports on travel bookings, confirmations, and admin coordination. We sign key confirmations with our name and log actions so you can see who did what.
Access and security. We only ask for access to the tools we run: email, calendar, travel accounts, and shared folders for documents and receipts. Use separate logins where possible. We keep permissions tight and confirm in writing what we can send, approve, or view.
Approvals. We follow the approval rules agreed in setup. If a booking, change, or message needs your approval, we send the exact option and the deadline, then wait. We do not guess on times, names, or spend.
Working hours and response. We respond to meeting moves and travel changes as they happen during working hours and confirm back once it’s locked. If a third party is holding things up, we tell you who we’re waiting on and when we’ll chase again.
WhatsApp to action log
When instructions arrive by WhatsApp, we pull decisions and tasks into the action log with an owner and due date. The log is the source of truth for follow-ups, so nothing relies on scrolling back through messages.
Expenses and receipts. Month-end expenses are reconciled from the receipts and statements you share. If receipts are missing, we list what’s missing and what we need from you. We track spend, but we do not approve spend without your go-ahead.
Out of scope. If you ask for work outside executive personal assistant, we’ll say so in the moment and quote it before we proceed. Typical examples are out-of-hours support, in-person errands, and specialist tasks needing legal, tax, or HR advice.
Ending or pausing. If you need to end or pause ongoing support, we’ll follow the notice period stated on your proposal cover page. We’ll hand over the folder map, rules, action log, and any open items so nothing is left mid-flight.
