Tips for managing effective meetings as an Executive Assistant

Posted On 10 Nov 2023

Tips for managing effective meetings as an Executive Assistant

10 Nov 2023
Welcome to November's edition of The Assistants Newsletter!

The Assistants Newsletter

Welcome to November's edition of The Assistants Newsletter!

Welcome to our final Assistant’s Newsletter of the year! In this edition we look at our top tips for Assistant’s to successfully orchestrate flawless meetings. We hope they help you!

We would like to take this opportunity to thank you all for your ongoing support, kindness, and loyalty. We wish you all a very Merry Christmas and prosperous year ahead.

Much love,


Tips for managing effective meetings as an Executive Assistant

As an Assistant a major part of our role is to organise meetings, appointments, and schedule, often very busy and ever-changing diaries. The quicker you can fine-tune the processes and have the right checks in place, the more seamless your professional life will be. This is not to say there won’t be hiccups, last minute changes and unavoidable eleventh-hour clashes. These will always somehow crop up, but you will be better equipped to deal with them!

When it comes to arranging meetings, especially larger or more complex ones here are some key points:

1. Planning the meeting. Before starting, have a full understanding of the purpose of the meeting; what is to be achieved and why, who are the key players and what documentation, and tools are needed. Allow the appropriate time for preparation.

2. Scheduling the meeting. Understanding what needs to be achieved allows for the correct allocation of time. For example, creative brainstorming and team building exercises often require fluid timings compared to a 45-minute presentation with questions. Try not to put important or larger meetings into a squeezed in time spot. If there is no other option but to do so, make sure the presenter and organiser are aware. Having everyone on the same page will assist with a successful meeting. Where you can, allow time for a buffer. This assists in the case when a meeting runs over. Next you need to consider who will be attending in person, are there any virtual attendee’s, do you have any time difference to consider? Once you have all this information you can agree an appropriate time and send invites to all attendees along with the meeting agenda.

3. Before the meeting. Make sure that all attendees are aware of their input responsibilities. If they need to provide reports, presentations, or other plans, remind them in advance, and again a few days before the meeting so they are fully prepared. You will also need to check if technology, electronics, stationary etc is needed before the meeting. Remind all participants the day before with the time and location, including codes or unusual details needed to access the building, lift, room etc. At this point, you can also take advance coffee, lunch, or refreshment orders if applicable.

4. On the day of the meeting. Always arrive early, check the room has everything needed, all technology is plugged in and working and there is spare stationary if necessary. Ensure you are available to greet everyone as they arrive. This is especially important if the participants haven’t all met before.

5. During the meeting. Once the meeting is underway it falls to you to keep things on track. It may also fall on you to keep an eye on the time – reminding everyone at suitable points so the time doesn’t run away. You might be required to take comprehensive minutes and actions points to circulate after the meeting. If you are not in attendance of the meeting, you will still need to be immediately available- to assist in case of any issue.

6. After the meeting. The first thing to attend to is a thank you to all participants for joining the meeting if appropriate – it won’t always be, but on most occasions if you have had external people join, it is. Then you will need to write up, proofread and distribute the minutes once they have been approved by your boss. These should include all agreed action points and future deadlines. You will then need to schedule follow ups to ensure the action points have been actioned and if not chase up any that are outstanding.

Finally ask your manager for feedback. They may have noticed or experienced something that wasn’t running as they expected. You need to know this! Make notes for yourself and implement for next time.

Every meeting, in every business will be slightly different, but all will follow a similar format, we hope the guidelines above will help you successfully orchestrate your next big meeting in a flawless manner.

Tips for managing effective meetings as an Executive Assistant

What’s new….

555 Crown St, Surry Hills

Hoppers and sambols – moreish Sri Lankan breakfast staples – are just the start at Kurumba, a Sri Lankan restaurant and wine bar from the family behind Dulwich Hill Sri Lankan favourite, The Fold.


EST10 Hot Job

Executive Assistant Boutique Consulting Firm
$120,000 + Super

This firm is in search of an exceptional Executive Assistant to become a vital part of their collaborative team. As the cornerstone of the office, you will seamlessly manage a multitude of responsibilities to ensure the smooth operation of a bustling workplace.


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We hope you have enjoyed our Masterclass series for 2023! Our marketing team have already lined up a fabulous group of speakers for 2024! Click below to join our mailing list for the 2024 season.

Please feel free to share the invite with your colleagues, families and friends. Our Masterclasses are complimentary, and everyone is welcome!

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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.