Portfolio projectExecutive Virtual Assistant · Board operations case study

Board Meeting & Executive Presentation Management

End-to-end coordination of a Board of Directors meeting for Sarah Bennett, Founder & CEO of Bennett Strategy Group — planning, documentation, communication, meeting execution and post-meeting follow-up.

Board Meeting Command Center

Q3 Board of Directors · Bennett Strategy Group

All systems ready

Meeting readiness

96%

8 of 8 workstreams green

Board members confirmed

10 / 10

8 in room · 2 remote

Documents prepared

8 / 8

Distributed 7 days prior

Action items tracked

6 open · 7 done · 1 blocked

Next milestone

Board Meeting — Tomorrow · 09:00 AM

Open planning Meeting-day view

Project summary

Sarah Bennett engaged the Executive VA to run every administrative track for the Q3 quarterly board meeting — from directors' calendars and the board pack, through the room on the day, and the follow-up until every action landed.

Objectives

Deliver a seamless, on-time meeting; give the CEO one source of truth; distribute a board-grade pack 7 days ahead; capture accurate minutes; and close every commitment within two weeks.

Client requirements

Discretion with board-level material, direct communication with directors on Sarah's behalf, a single weekly readout, and total ownership of logistics so the CEO can stay in the strategic conversation.

Scope of work

SchedulingAgenda preparationBoard pack creationExecutive communicationRSVP trackingLogistics coordinationMeeting documentationAction trackingPost-meeting follow-up

Board members coordinated

Documents prepared

Action items assigned

Meeting duration

Completion status

96%

Section 02 · Planning

Planning dashboard

Every workstream that has to be true before the board walks into the room. Interactive — click any item to toggle its completion state.

Q3 Meeting readiness

10 of 10 workstreams complete

100%

Section 03 · Board Pack

Board pack

Eight governance documents compiled, indexed and distributed to directors seven days before the meeting.

Distributed

CEO Report

Quarterly strategic narrative from Sarah Bennett covering performance, priorities and outlook.

12 pages · PDF

Distributed

Financial Report

Q3 P&L, cash position, forecast vs. plan and treasury commentary from the CFO.

24 pages · PDF

Distributed

Operations Report

Delivery, hiring, customer health and operating KPIs across the four business units.

9 pages · PDF

Distributed

Strategic Initiatives

Status of the 2026 growth programs, market entries and platform investments.

14 pages · PDF

Distributed

Risk Register

Top enterprise risks, mitigations, residual exposure and audit committee notes.

7 pages · PDF

Distributed

Budget Overview

Approved FY26 budget envelope, capex commitments and reforecast scenarios.

11 pages · PDF

Distributed

Performance Dashboard

Executive KPI scorecard — revenue, retention, NPS, EBITDA margin and headcount.

4 pages · PDF

For approval

Previous Meeting Minutes

Approved Q2 board minutes with open action items and voting record.

6 pages · PDF

Section 04 · Agenda

Executive agenda

A time-boxed running order, reviewed with the Chair and CEO before distribution to directors.

Q3 Board of Directors · Full agenda

5 hours 00 minutes

09:00
Welcome & opening remarks
Sarah Bennett, CEO
open
09:15
Approval of previous minutes
Board Chair
vote
09:30
CEO business update
Sarah Bennett, CEO
brief
10:00
Financial performance review
Michael Cho, CFO
brief
10:45
Coffee break
break
11:00
Strategic growth discussion
Executive team
discuss
12:00
Risk & compliance
Priya Natarajan, Chief Risk Officer
brief
12:30
Open discussion
All directors
discuss
13:00
Lunch
break
14:00
Action items & closing
Sarah Bennett, CEO
close

Section 05 · Meeting Day

Meeting day dashboard

Live operations view kept open beside the CEO — attendance, agenda position, timer, notes and document activity in one glance.

Meeting status

In session

Meeting timer

02:47:12

Meeting progress62%

Current agenda item

Strategic growth discussion

11:00 · Executive team

Upcoming agenda item

Risk & compliance

12:00 · Priya Natarajan, CRO

Important notes

Chair requested a formal vote on the FY26 budget envelope before lunch.
James Okonkwo joining remotely from Lagos — captions enabled on his request.
CFO has an updated cash-runway slide — swap in before financial review.

Attendance

10 / 10 present

SB
Sarah Bennett
Founder & CEO
In room
MW
Marcus Whitfield
Board Chair
In room
DE
Dr. Elena Vasquez
Independent Director
In room
JO
James Okonkwo
Independent Director
Remote
RL
Rachel Lindqvist
Investor Director
In room
DP
David Park
Investor Director
In room

+ 4 executives & company secretary

Documents opened

CEO Report9 views
Financial Report10 views
Strategic Initiatives7 views
Risk Register6 views

Section 06 · Minutes

Meeting minutes

Formal minutes drafted during the meeting, circulated within 48 hours and archived alongside the decision log.

Meeting

Q3 Board of Directors — Bennett Strategy Group

Date

Thursday, 30 October

Time

09:00 – 14:30

Location

34th floor executive boardroom + Zoom

Chair

Marcus Whitfield

Secretary

Thomas Brenner

Section 07 · Action Tracker

Action tracker

Every commitment made in the room, owned, dated and chased to completion.

Sort by

Task	Owner	Priority	Due	Status	Progress
Circulate revised FY26 budget scenarios	Michael Cho	High	Nov 04	In Progress	60%
Finalize enterprise risk heatmap v2	Priya Natarajan	High	Nov 07	In Progress	45%
Draft investor communication on Series C	Sarah Bennett	High	Nov 05	Pending	10%
Renew D&O insurance policy	Legal	High	Nov 12	Blocked	20%
Compile decisions log for Chair review	Executive VA	High	Nov 01	Completed	100%
Confirm next board meeting date & venue	Executive VA	High	Nov 03	Completed	100%
Prepare CEO briefing pack for investor call	Executive VA	High	Nov 04	In Progress	55%
Publish approved Q3 board minutes	Thomas Brenner	Medium	Nov 02	Completed	100%
Schedule audit committee working session	Executive VA	Medium	Nov 06	Completed	100%
Update strategic initiative RAG status	COO Office	Medium	Nov 10	In Progress	70%
Book Q4 board offsite venue	Executive VA	Medium	Nov 15	In Progress	50%
Coordinate ESG report contributors	Sustainability lead	Medium	Nov 18	In Progress	30%
Board pack v5 template refresh	Executive VA	Low	Nov 20	Pending	0%
Send thank-you note to visiting directors	Executive VA	Low	Oct 31	Completed	100%

Section 08 · Executive Dashboard

Executive dashboard

A single source of truth on the health of board operations — sent to the CEO every Monday at 8am.

Meeting readiness

96%

Attendance rate

100%

Documents distributed

8 / 8

Action items assigned

Tasks completed

Outstanding tasks

Follow-up completion

82%

Executive productivity

Executive productivity score

Weekly, rolling 8 weeks

+18 pts vs. Q2

Completion rings

96%

Readiness

100%

Attendance

82%

Follow-up

50%

Actions done

Follow-up tasks closed this week

20 closed

Section 09 · Skills

Skills demonstrated

The capability stack this project puts on the table.

Executive administration

Calendar, inbox and priority management for C-suite operating tempo.

Board meeting coordination

End-to-end orchestration of quarterly board and committee meetings.

Project coordination

Owning timelines, dependencies and stakeholders across cross-functional work.

Document preparation

Board-grade decks, briefs, memos and reports with pristine formatting.

Stakeholder communication

Warm, precise correspondence with directors, investors and executives.

Meeting documentation

Structured minutes, decision logs and verbatim notes on demand.

Action tracking

Post-meeting follow-through until every commitment lands and closes.

Executive reporting

Weekly readouts and dashboards tuned for founder-CEO decision making.

Calendar management

Timezone-aware scheduling across boards, investors and leadership.

Professional writing

Composed voice for external correspondence and executive updates.

Section 10 · Deliverables

Deliverables

Every artifact produced across the engagement — ready for preview or download.

Complete

Board meeting agenda

Time-boxed agenda approved by Chair and CEO.

Complete

Board pack

Compiled pack of 8 governance documents distributed 7 days ahead.

Complete

Presentation slides

CEO board deck — 32 slides, board-ready v4.2.

Complete

Meeting minutes

Formal minutes with decisions and voting record.

Complete

Decision log

Structured record of every motion, resolution and vote.

Complete

Action tracker

Live tracker with owners, due dates and status.

Complete

Follow-up email

Post-meeting note to all directors with next steps.

Complete

Executive summary

One-page brief for the CEO's investor update.