As an executive assistant, your role within meetings is very active! You’re the engine that keeps everything running smoothly and on track. Just like making plans with a group, a successful meeting starts with everyone knowing what to expect.

Here are some ways you can set expectations and guide the conversation at the beginning of a meeting:

• Outline the agenda
• Set time limits

When outlining an agenda, start by listing the main topics or objectives that need to be covered, in the order they should be discussed. Be specific and concise and include time estimates for each section if possible. For example, your agenda might look like: “1. Project Proposal Review (10 min), 2. Q&A (20 min), 3. Next Steps & Action Items (15 min).” Sharing this agenda at the start of the meeting helps everyone understand the flow and what to expect, making it easier to keep the conversation focused and on schedule.

As the meeting progresses, it’s common for conversations to drift. Your job is to gently steer things back on track. A simple, effective prompt could be, "That's a great point! We can discuss that at the end if we have time, but for now, let's return to our main agenda so we can finish on time." This keeps the discussion productive without shutting anyone down.

Here’s a sample dialogue that demonstrates these skills in action:

• Jake: Thanks for joining, everyone. To start, we’ll review the project proposal, address any questions, and aim to wrap up in 45 minutes.
• Victoria: I actually have a quick update on a different project. Should I share that now?
• Jake: Thanks, Victoria. Let’s make a note to cover your update at the end if we have time, but for now, let’s focus on the proposal so we stay on track.
• Victoria: Sounds good, thanks for keeping us focused.

In this exchange, Jake sets clear expectations and gently redirects the conversation when it starts to drift, ensuring the meeting remains productive and on schedule.

Your presence in the meeting is like having a go-to friend who always has the right information at their fingertips. When someone needs a document, link, or data, you’re ready to jump in and share it right away.

For example, if someone asks about a previous report, you can quickly respond with, "Here’s the Q1 report link in the chat for everyone’s reference."

When time is running short or the discussion veers off course, subtle reminders help maintain momentum. You might send a discreet message to the executive, like, "We have 10 minutes left. Let's move to action items?" or politely interject with, "To stay on schedule, we should transition to the next topic of discussion." Your goal is to support the executive and the team without disrupting the flow.

Active listening means more than just hearing what is said — it’s about understanding, summarizing, and recording key decisions and next steps. Instead of simply writing down every comment, focus on capturing important notes, commitments, and follow-ups.

A practical way to capture action items is to use a consistent format, such as the “Who, What, When” method. For every action item, note:

• Who is responsible
• What needs to be done
• When it should be completed

For example, if Alex says, "I'll send the revised proposal by Friday," you would write:
Action: Alex – Send revised proposal – by Friday

This makes it easy for everyone to see what’s expected and by when. You can also highlight or bold action items in your notes to make them stand out. The example image below shows how capturing live action items might look for Alex.

After the meeting, your clear notes and friendly follow-up reminders make sure nothing slips through the cracks and everyone knows what they need to do next. This helps build trust and shows that you’re someone the team can always count on.

Now you’re ready to put these skills into action. In the next role-play session, you’ll get to guide a meeting, keep things on track, and support your executive in real time.