Merger Clean Team Scheduling for Executive Assistants

merger clean team scheduling

Schedule merger clean team work within approved participant, subject, material, communication, attendance, and closeout boundaries set by transaction owners.

Use the approved clean team roster

Obtain the current participant list and scope from counsel or the transaction owner. Do not add an executive, adviser, or subject expert because their attendance seems useful. Route roster changes for approval before exposing the meeting title, materials, or attendee list.

Create neutral but traceable calendar records

Use the approved naming convention and a controlled calendar with limited visibility. Include a meeting identifier, owner, secure access route, and handling note without describing restricted strategy in the title. Avoid personal accounts, forwarded invitations, and broad scheduling polls.

Separate workstreams and information

Schedule subjects only with the participants cleared for that workstream. Confirm whether presenters may remain for discussion and which documents they may receive. A single recurring series can create accidental cross-access when participants or topics change.

Distribute materials through the data room

Link to the approved restricted repository rather than attaching files to calendar entries. Verify the version, classification, access group, and expiry before sending. Ask the transaction owner to resolve any mismatch between the meeting roster and document permissions.

Record attendance and exceptions

Use a named host to verify participants and keep a factual attendance record. Pause if an unapproved person joins or a discussion moves beyond the cleared subject. Send the exception to counsel or the transaction owner instead of deciding that the disclosure is harmless.

Close temporary logistics

After the workstream ends, remove recurring invitations, guest links, distribution groups, and temporary access. Move approved decisions and deliverables into the governed transaction record. Delete convenience copies according to the handling instructions.

Manage changes as new disclosures

A reschedule, substitute attendee, new agenda topic, or added attachment can change who learns restricted information. Treat each change as a fresh permission check, not routine calendar maintenance. Keep the approval with the affected meeting record so reviewers can reconstruct what participants could access at that time.

When a session is cancelled, close its invitations and document routes immediately instead of leaving dormant access available for a possible future date.

Common questions

Can an assistant decide who belongs on a clean team?

No. Use the roster and scope approved by counsel or the transaction owner.

Should the deal name appear on calendars?

Follow the approved naming convention and visibility controls.

What if a needed expert is not cleared?

Request approval before inviting the person or sharing any restricted context.

Source and service boundaries

For permissioned deal calendars, explore calendar management support alongside the confidential hold guide. Send the team a scheduling question without including restricted transaction details. Background: FTC competition guidance.