Learn how to effectively set up meetings as an Executive Virtual Assistant. Discover the step-by-step process, tools, and best practices to schedule meetings like a pro and support your executive with ease.
1. Gather Key Details
Start by getting the following info from your client:
- Purpose of the meeting
- Preferred dates/times (and time zone!)
- Duration
- Attendees’ names and emails
- Location (virtual or physical – e.g., Zoom, Google Meet, office, etc.)
- Any agenda points, documents, or materials to include
2. Check Availability
If it’s a multi-person meeting, check everyone’s availability:
- Use a tool like Calendly, Doodle, or When2Meet
- Or, email participants directly with 2-3 time slot options
3. Schedule the Meeting
Depending on the platform your client uses, create the meeting using:
- Google Calendar
- Outlook
- Zoom/Teams/Meet
Include:
- Date and time (with time zone)
- Meeting link
- Agenda (brief summary in the description)
- Any documents or links they may need
- RSVP request if needed
4. Send Invites & Confirm
- Send calendar invites to all attendees
- If needed, follow up with a personalized email confirming the details
- Double-check that the time zones align for all parties
5. Set Reminders
- Set automated reminders (24 hours & 1 hour before)
- You can also send a manual reminder email with the meeting link and key details
6. Prepare for the Meeting
- Share any needed documents ahead of time
- If you’re expected to attend, prepare to take notes or record minutes