Executive Assistant File Management Project

Executive Assistant File Management Project

Project Scenario

You have been hired as an Executive Assistant at Otanwa Nigeria PLC, a consulting and services company that manages documents for multiple corporate and individual clients.

Otanwa Nigeria PLC currently has poorly organized files, mixed client documents, and no standard naming or folder structure.

Management has asked you to restructure their Google Drive, create new working documents, and ensure everything is easy to find, professional, and secure.

Client Portfolio (Use These Clients)

Otanwa Nigeria PLC works with the following clients:

• GreenFields Agro Ltd
• Sunrise Microfinance Bank
• Zenco Logistics
• PrimeView Real Estate
• NovaTech Solutions

Project Tasks

Task 1: Create Folder Structure in Google Drive

Inside My Drive, create a main folder named: *Otanwa Nigeria PLC*

Inside this “Otanwa Nigeria PLC* folder, create the following subfolders:

• 01_Clients
• 02_Admin_Documents
• 03_Finance
• 04_Meetings_Reports
• 05_Templates

 

Task 2: Organize Client Files

Inside the 01_Clients folder:

Create one folder for each client using this format:

Inside each client folder, create the following subfolders:
Contracts
Invoices
Reports
Correspondence

 

Task 3: Create Google Docs (Per Client)

Inside the Correspondence folder of each client, create a Google Doc titled: (Example below)
**GreenFieldsAgro_Meeting_Notes**

Each document must include:

Title (Client Name + Meeting Notes)

Date of meeting

Attendees

Discussion Summary

Action Items

Task 4: Create Google Sheets (Per Client)

Inside the Invoices folder of each client, create a Google Sheet titled: (Example below)

ZencoLogistics_Invoice_Tracker

The sheet must contain these columns:

Invoice Number

Date Issued

Client Name

Service Description

Amount (₦)

Payment Status

Task 5: Create a Master Client Tracker

Inside the 02_Admin_Documents folder, create a Google Sheet named: (Example)
Otanwa_Client_Database

Columns should include:

Client Name

Industry

Contact Person

Email Address

Phone Number

Active Status (Yes/No)

Task 6: Create Reusable Templates

Inside the 05_Templates folder:

Meeting Notes Template (Google Doc)

Invoice Template (Google Sheet)

These templates should be clean, professional, and reusable for future clients.

Task 7: File Naming & Organization Rules

Students must follow these rules:

No spaces at the beginning of file names

Use underscores instead of random symbols

No files should sit loosely in the main folder

Every file must be inside the correct folder

Task 8: Sharing & Permissions

Share the Otanwa Nigeria PLC folder with the instructor

Set permission to Viewer or Editor (as instructed)

Ensure no files are set to “Public on the web”

Submission Requirements

Students must submit:

Shareable Google Drive link to the main folder

Confirmation that all folders and files follow instructions

A short Google Doc titled: Executive_Assistant_Project_Report

Deadline: 21 January 2026

Click Here to Submit your Project Link