Virtual Support for High-Stakes Leadership Events
- Nancy Trube
- Apr 22
- 3 min read
At the beginning of 2025, I found myself in a goal-planning webinar, sharing aspirations with other professionals. By a stroke of luck, an executive coach on the call mentioned needing exactly what I offer—virtual assistant services for her growing business.
After reviewing my website and social media presence, she reached out for a discovery call. Within weeks, she became my client! Based in New York City with impressive connections among affluent professionals, she was absolutely thriving in her executive coaching business.
Our partnership was quickly put to the test when she approached me with an exciting challenge: creating a professional video showcasing a recipient of a prestigious award. The stakes were high as this video would appear not only on social media but also on television!
That's where I came in with some virtual support.
Like many successful entrepreneurs, my client was already juggling countless responsibilities and felt overwhelmed about where to begin with this important project. That's where my virtual support made all the difference.
Together, we crafted a polished video that authentically captured the recipient's personality and passion. The final product impressed the marketing team overseeing the award promotion, positioning my client for success while saving her valuable time and stress.
Here's the thing about high-stakes meetings: The truth about high-stakes meetings? Your performance when the spotlight's on isn't what ultimately determines your success—it's the diligent preparation that happens long before you walk through that door.
Those critical moments where careers advance, deals close, and opportunities materialize don't reward improvisation. They reward the meticulous groundwork laid in the quiet hours beforehand, when no one's watching and the real advantage is built.
Here's what you actually need to know: Most advice is super basic: "Make an agenda, send it out 48 hours before." Boring!
Data Digestibility is Queen
Board members are crazy busy – according to McKinsey, executives spend about 23 hours a week in meetings! The last thing they want is to wade through a 30-page PDF. Instead, turn your data into visual snapshots that tell a story. A good VA can use Canva, Datawrapper, or Google Data Studio to make your reports pop.
Timing Really Is Everything
Scheduling isn't just sending a Zoom link. You've got to think about time zones, when people prefer to meet, and how many meetings they already have. Tools like Calendly's round-robin feature or Doodle polls are lifesavers. And if you're dealing with global folks? Use World Time Buddy so you don't accidentally schedule someone for 2 AM!
Tech Disaster Backup Plans
According to the Owl Labs 2024 Report, one in three virtual meetings has some kind of tech issue. That's why you absolutely need a tech check an hour before. Your VA should make sure slides are shared, audio/video works, and someone's watching the waiting room and chat.
The "Pre-Brief" Secret Weapon
The smartest CEOs don't wait until the big meeting to share important stuff. They have little pre-meetings with key members to build support ahead of time. Your VA can help set these up and even ghostwrite summaries tailored to each stakeholder. It's like lobbying, but in a good way!
Here's how it all breaks down:
Week Before:
Draft & distribute the agenda
Collect & summarize departmental updates
Design slide decks and board packets
3 Days Before:
Schedule tech check and run-through
Send out reminders and prep material
Confirm RSVPs (and dietary preferences if it's hybrid)
Day Of:
Open the virtual meeting room early
Troubleshoot any tech issues
Keep time, manage transitions, and document action items
Post-Meeting:
Deliver concise meeting minutes
Set up follow-ups and next steps
Archive everything securely in Google Drive or Dropbox
According to Zippia, only 10% of small businesses have executive-level support, but 78% of leaders say admin pros and VAs dramatically improve meeting efficiency. That's a huge opportunity!
A Special Note for Entrepreneurial Women
You don't need to be running a Fortune 500 company to have amazing board meetings. Whether it's an advisory board, team strategy session, or your own leadership council, having systems and support makes all the difference.
It's not about perfection – it's about preparation.
And when you've got a trusted virtual assistant by your side? You show up focused, polished, and powerful.
Because behind every successful leader... There's a bulletproof board meeting plan (and a badass VA helping run the show).
Book a Free Discovery Call with us, and we’ll help you identify the key areas where we can save you time, reduce stress, and scale your business—without it always depending on you.
Click below to schedule your call today!
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