Published October 22, 2026
A recurring report looks easy to hand off: the assistant runs the same query every week and sends the same file. Then the source view changes, a new field appears, or a number moves unexpectedly, and the report becomes a conversation about definitions.
The handoff succeeds when the report is treated as a small product with a specification. Freeze the definition, the source, the refresh time, and the exception path before the first run.
Table of contents
- Write the report specification
- Freeze the definitions
- Name the source view and refresh time
- Define the exception path
- Version changes deliberately
- Measure whether the handoff holds
- Sources
- Frequently Asked Questions
Write the report specification
The specification should fit on one page:
- report name and audience
- purpose and the decision it supports
- reporting period and time zone
- definitions for every measure
- source system, view, and refresh time
- output format and delivery channel
- deadline and owner
- exception rules
- version and last review date
If the audience cannot name the decision the report supports, question whether the report should exist. A weekly report that nobody uses is a recurring cost with no return.
Freeze the definitions
Each measure needs a field, a direction of movement, and a boundary. For example:
- New requests: records created in the period, not records updated.
- Completed items: items marked complete in the period, regardless of when they were created.
- Overdue: open items whose due date is before the report date.
- Reopened: items moved from complete back to an active state.
Write these definitions in the report footer or a linked specification. When someone asks why a number changed, the definition explains more than the data.
Name the source view and refresh time
A report built from a saved view is reproducible. A report built from an ad hoc filter is not. Record the saved view name, the owner, and the last time it was edited.
Record the refresh time of the source system. If the report runs at 7 a.m. but the source refreshes at 8 a.m., the report will always describe yesterday's data. That may be acceptable, but it should be stated.
The assistant should not modify the saved view without approval. A small filter change can alter every historical comparison.
Define the exception path
Exceptions are where delegated reports fail. Write the rules:
- If a measure changes by more than a stated threshold, notify the report owner before sending.
- If the source is unavailable, send a notice with the last successful run time and the next retry.
- If a definition is ambiguous, stop and ask rather than choosing a new interpretation.
- If a recipient asks for a new cut of the data, route the request to the report owner.
The assistant can produce the report and flag anomalies. The owner decides whether an anomaly is a data error or a real change.
Version changes deliberately
When a definition, source, or format changes, create a new version and record:
- what changed
- why
- who approved it
- effective date
- whether historical comparisons remain valid
Do not silently change a definition and let the trend line imply a change in performance. A break in the series should be visible.
Measure whether the handoff holds
Track:
- on-time delivery rate
- number of runs with an unresolved source issue
- number of definition questions per month
- rework requests after delivery
- recipient usage, if it can be observed
The goal is not a perfect report. It is a report that the audience can trust and the assistant can produce without renegotiating the definition every week. The O*NET executive administrative assistant profile includes preparing information for others; a specification is how that work becomes repeatable.
Sources
- O*NET OnLine: Executive Administrative Assistants
- Bureau of Labor Statistics: Occupational Outlook Handbook
- U.S. Department of Labor: Hiring
- NIST Privacy Framework
Frequently Asked Questions
What if the source system changes without notice?
Treat it as an incident: pause the report, notify the owner, document the change, and update the specification before resuming. Do not silently adapt the query.
Can the assistant change the report format?
Only with approval. Format changes can affect how recipients interpret the numbers, especially if a chart or column disappears.
How do we retire a report?
Announce a stop date, confirm the audience no longer needs it, archive the specification and the last run, and remove the recurring task. Do not let an unused report run forever.
Review cadence
Review the report after the first three cycles. Check the source date, the reconciliation notes, and the questions the executive asked. If the same correction recurs, fix the template or the upstream data. Keep a short change log so the next owner understands why the report looks the way it does.
A good report handoff includes the definition of each field, the source system, the refresh time, and the questions the report is meant to answer. Add one worked example with a known anomaly and the correct treatment. That example is more useful than another page of instructions when a new owner takes over.