Adding a meeting…there’s more to it than you might think!

Posted On 10 Mar 2023

Adding a meeting…there’s more to it than you might think!

10 Mar 2023
Welcome to the March edition of The Assistants Newsletter!

The Assistants Newsletter

Welcome to the March edition of The Assistants Newsletter!

Welcome to the March edition of The Assistants Newsletter! We have two fascinating Masterclasses coming up and would love for you to join us. Please see the details below and as always, please feel free to invite a friend….or two!

This month we look at a fundamental skill for all assistant’s, adding a meeting to the diary. It may sound simple, but like many aspects of our job, there is so much more than meets the eye. You can make a world of difference for your Executive’s day if aligned with their preferred way of working. We hope our top tips help!

Much love,


Adding a meeting…there’s more to it than you might think!

Adding a meeting to a diary is the bread and butter of most assistants’ days. Like many components of our role there is no set method, but we thought to share our top tips, giving you the best chance to make your boss’s life easy, which of course makes your life easier too! It might seem like a no brainer part of your job, but the devil is always in the detail!

The basics:

  • Ensure the meeting name or person’s name is in full and correct – your boss should recognise what the meeting is about at a quick glance.
  • If the meeting is with more than one person, add all names and in full.
  • Add the complete address of the meeting, even if it is somewhere they go often. Include the room number or name if applicable. If it is an unfamiliar address, consider including a Google maps link or detailed directions.
  • Check the time zone is correct for the country the meeting will take place in, then add the correct time. Be aware of changing time differences, don’t forget to factor in daylight savings. Finally check if any members will be joining virtually.
  • In the information box add the contact numbers for the people your boss will be meeting, alongside their full names, and titles, and if necessary, a link to their bios or a screenshot of the information.
  • When attaching the contact numbers, ensure it is a click and call. Don’t leave your boss stressed, juggling papers, laptops etc, trying to recall and type in phone numbers. Our job is always to pre-empt these sorts of potential stresses and remove them!
  • If they are visiting a building that requires codes, a different door to be used or something else, add that information here too.

The extras:

  • Add the agenda for the meeting as well as previous minutes or any other documentation or relevant information you feel might be needed.
  • If you have booked a taxi or transfer, list their contact details too, if not, consider including the number for a local firm if you feel that might be helpful.
  • If it takes 30 minutes to get to the meeting, block out that travel time in their diary.
  • Always be available just before and after the meetings. If the meetings is not in your office and your boss is running late, is lost or needs something urgently, they will need you. If your boss is the sort to download information and details straight after meetings, be ready and waiting. Keep your phone line free.
  • If you know they might follow the meeting with coffee, lunch etc add some recommendations in close proximity to the meeting. Perhaps consider making a booking to hold just in case.
  • Hosting the meeting? Remember to book the meeting space, check the required equipment is available (and works) and arrange any catering. You can even confirm attendees’ coffee preferences ahead of time to have ready.

A few days before the meeting:

  • Re-confirm the meeting with participants and double-check the location and travel plans for getting there. Do not forget they might not be coming from your office so ensure you have allowed enough time and given them detailed instructions if it is a new route.
  • Check agendas and documents are ready and up to date, then add them to the meeting.
  • Ask your boss what they need, are they unsure about any of the details, or have you overlooked anything?

You will quickly ascertain the exact details your boss wants and needs and the style they like their meetings to be added. Hopefully, this guide will help you seamlessly assist them with all their future meetings!


Adding a meeting…there’s more to it than you might think!

What’s new….


York Street

If you’re familiar with “unauthentic Indian” chef Jessi Singh, you’ll know he’s all about having fun with his restaurants.


EST10 Hot Job

Team Assistant

$70,000 + Super

Sydney, CBD

This organisation is known for being creative, passionate, and innovative in all that they do!


Most read this month

Employable: 7 Attributes to Assure Your Working Future by Roxanne Calder

Did you know our fantastic Managing Director wrote a sell out book?

Employable delves into the seven most important traits that employers are looking for in today’s competitive job marketplace. A must read for people at all stages of their career.


Upcoming events


Kate Toon – Your Personal Brand – How to cultivate a great one!

12:30 pm Wednesday, 29 March

Kate is a straight-talking copywriting coach, popular educator and speaker, podcaster and author. In her fun and informative

Masterclass, Kate will explain the importance of your personal brand, and give you the tools and tactics to build a great one!


Evan Lucas – Why understanding your money behaviour will improve your financial freedom

12:30 pm Wednesday, 19 April

Evan will give you the tools to discover your unique money personality and gain a deeper understanding of why you make certain financial decisions.



And something for you....

ARTPark Australia

Enjoy stunning contemporary sculptures produced by some of Australia’s finest artists.

The Woolloomooloo Sculpture Walk 2023 is happening now! Dotted along the the iconic Finger Wharf is some of the finest Australian sculptures. With over 50 contemporary Australian sculptures to peruse. View some of the best Australian Sculptural artworks in a truly spectacular Sydney location. The Walk runs the length of the boardwalk and continues inside the concourse within the Ovolo Hotel.


And something for you....

About the author
Roxanne Calder
Managing Director

As Founder and Managing Director at EST10, Roxanne has an all-encompassing role that includes building and growing the business, as well as actively recruiting and consulting.

After completing a Bachelor’s Degree at Monash University, Roxanne began her recruitment career with renowned recruiter Julia Ross. From there, Roxanne worked in HR and recruitment with a number of global players and boutique businesses throughout Australia, the UK, Singapore and Hong Kong for over 20 years. She has been responsible for managing large teams and projects, implementing RPO models, managing and assisting businesses to an IPO and assisting companies in setting up their recruitment teams and processes.

Following completion of her MBA at the Australian Graduate School of Management, Roxanne launched EST10 in July 2010. In doing so, she hoped to combine the flexibility and high touch service levels of boutique agencies with the structure and strategy afforded to larger firms. Roxanne believes in high-touch, high-care consulting and is always on the lookout for consultants that share this vision of recruitment.