✉️ IT-01 — Create a Reusable Executive Assistant Email (Gmail & Outlook)

🎯 Outcome: A secure, generic EA mailbox that survives turnover and lets current staff access it immediately.

⏱️ Time: 20–40 min (per system) ⭐ Complexity: Easy

👤 Owner: IT/Admin (Google Workspace or Microsoft 365 admin)

🗂️ Department: Admin / Operations / IT 📅 Frequency: When hiring or reassigning an Executive Assistant

⚡ Quickstart — do this now (10-15 min)

1. Pick a generic, reusable address (not a person’s name):

   [email protected], [email protected], [email protected], [email protected], [email protected] — choose one per firm to keep history intact.

2. Decide model:

   • Shared mailbox + delegated access (recommended for turnover)
   • Standard user mailbox (if you need direct sign-in and mobile use).

3. Secure it: Enforce MFA for the mailbox and for anyone with access.

   • Google Workspace: enforce/roll out 2-Step Verification → Google 2-Step Guide
   • Microsoft 365: enable Security Defaults or Conditional Access → Microsoft MFA Setup Guide

4. Grant access to the executive + backup (Full Access + Send As / delegation).

5. Drop in the signature (template below), set OOO templates, and turn on inbox rules (triage labels/folders).

6. Announce the address (template below) and log it in your internal directory.

🧭 Flow at a glance

🏷️ Name & address → 🔐 Secure (MFA) → 📬 Create mailbox → 👥 Grant access → 🧾 Signature & rules → 📨 Announce → 🧪 Test & document

🧱 Naming standard (pick one and stick to it)

• Role-based (single exec): [email protected], [email protected], [email protected]
• Team/portfolio: [email protected], [email protected], [email protected]
• Exec-scoped (still reusable): [email protected], [email protected] (chief-of-staff)Rules: lowercase; no personal names; avoid numbers unless needed; one canonical EA address per firm.

🔐 Security & compliance baseline (both stacks)