Can Virtual Assistants Attend Meetings and Handle Webinars Remotely?
In today’s digital world, meetings and webinars have become a core part of how businesses operate. Whether you’re running a small marketing agency, a property consultancy, or a growing e-commerce brand, there’s a constant need for coordination, communication, and client engagement online.
That’s where a common question arises: Can virtual assistants attend meetings and handle webinars remotely?
The short answer is yes, and not only can they do it effectively, but a skilled virtual assistant can also make your meetings and webinars run more smoothly than ever. Let’s explore how this works, what challenges to watch out for, and how Right Recruit helps businesses find virtual assistants who excel in these responsibilities.
The Role of Virtual Assistants in Online Meetings
Many business owners assume virtual assistants are limited to behind-the-scenes administrative work, but that’s no longer the case. Modern VAs are trained to manage and participate in meetings as part of your extended team.
Depending on your business setup, a virtual assistant can:
- Join client meetings to take notes, manage follow-ups, or provide project updates.
- Prepare meeting agendas and share them with attendees in advance.
- Record and transcribe meetings for future reference.
- Handle scheduling and reminders to make sure no one misses a session.
- Summarise key points and distribute actionable insights after each meeting.
With tools like Zoom, Microsoft Teams, or Google Meet, they can seamlessly collaborate across time zones and communicate professionally with clients, partners, or internal teams.
How Virtual Assistants Manage Webinars Remotely
Webinars are one of the most powerful tools for client engagement and brand promotion. But organising them involves several moving parts from registration and setup to technical management and post-event follow-ups.
A virtual assistant trained in webinar management can:
- Set up webinar software such as Zoom Webinar, Google Meet, or WebinarJam.
- Handle attendee registration and manage sign-up lists.
- Coordinate with speakers and panellists to ensure everyone is prepared.
- Monitor the chat and Q&A sections during the event, keeping engagement smooth.
- Send out post-webinar materials, feedback forms, and follow-up emails.
Essentially, they can act as your behind-the-scenes coordinator, ensuring every stage of your online event runs without disruption.
At Right Recruit, our virtual assistants receive targeted training in digital event management tools, making them capable of managing both internal meetings and large-scale webinars with confidence.
The Benefits of Having a Virtual Assistant Manage Meetings and Webinars
Let’s look at the real value this support brings to your business.
1. Time Efficiency
You no longer have to spend hours managing invites, setting up links, or writing post-meeting summaries. A VA handles these administrative details, freeing up your time for decision-making and strategy.
2. Consistency and Professionalism
Your meetings and webinars follow a structured, organised process every time. Attendees experience punctuality, clarity, and smooth communication.
3. Better Client Relationships
Virtual assistants can help maintain a professional presence with clients by managing schedules, following up after calls, and ensuring everyone receives timely updates.
4. Scalability for Growing Businesses
As your business grows, the number of meetings, events, and webinars will naturally increase. Having a VA already trained in these systems means you can scale your operations without hiring additional administrative staff.
The Common Challenges in Remote Meeting Management
Despite its many benefits, remote meeting management comes with its own set of challenges. Recognising them early can help you set realistic expectations and avoid frustration.
1. Time Zone Coordination
If your virtual assistant is based abroad, scheduling across time zones can be tricky. However, experienced VAs, like those from Right Recruit, are trained to work flexible hours that align with UK business schedules.
2. Technical Glitches
Occasional internet issues or software updates can disrupt online meetings. Skilled virtual assistants are proactive in troubleshooting problems and setting up backups in case of connection failures.
3. Confidentiality Concerns
When meetings involve sensitive data or client information, businesses must ensure proper confidentiality. VAs provided through Right Recruit sign data protection agreements and receive training on GDPR compliance and information security.
4. Tool Compatibility
Some companies use specific software or CRM systems that VAs may need to learn. This is why Right Recruit focuses on pre-placement tool training, ensuring your VA is ready to integrate with your workflow from day one.
Tools and Platforms Virtual Assistants Commonly Use
A reliable VA should be comfortable with a range of tools to manage meetings and webinars efficiently. Some of the most popular ones include:
- Zoom, Microsoft Teams, or Google Meet – for hosting and recording meetings.
- Calendly or Google Calendar – for scheduling and sending reminders.
- Slack or Trello – for team updates and task management.
- Notion or Evernote – for meeting notes and shared documentation.
- Mailchimp or HubSpot – for sending post-webinar follow-ups or newsletters.
At Right Recruit, we train VAs to use these platforms effectively so they can adapt quickly to your company’s preferred systems.
Real-World Example: A Real Estate Agency Streamlining Its Meetings
A London-based real estate agency we worked with faced a common problem: frequent online meetings, client calls, and property webinars were eating into their working hours. They needed someone to organise everything, from scheduling virtual tours to sending follow-ups.
We assigned them a Right Recruit virtual assistant experienced in managing digital communication tools. Within weeks, their meeting coordination became smoother. The VA handled all scheduling, created reports after client calls, and managed webinar sessions for new property launches.
The result? The agents could focus entirely on sales while their VA ensured every client touchpoint was managed professionally and efficiently.
Why Businesses Trust Right Recruit for Meeting and Webinar Support
Right Recruit goes beyond matching you with a VA. We prepare every assistant to handle real-world business communication scenarios with professionalism and discretion.
Here’s what sets us apart:
- Pre-training on UK business communication standards.
- Familiarity with meeting and webinar platforms.
- Strong English communication and presentation skills.
- Ongoing monitoring and skill development.
This ensures that when your VA joins a meeting or handles a webinar, they represent your company just as confidently as an in-house team member would.
Related Questions UK Businesses Often Ask
Can my virtual assistant speak during client meetings?
Yes. Depending on your instructions, they can introduce themselves, present data, or simply take notes quietly in the background.
Can a VA host webinars independently?
Absolutely. Trained VAs can handle the entire process, from scheduling to live moderation allowing you to focus on engaging with your audience.
What if my VA needs help managing large-scale events?
Right Recruit provides ongoing training and support so your assistant can manage even complex online events confidently.
Final Thoughts
So, can virtual assistants attend meetings and handle webinars remotely? Yes, and when done right, it can transform the way your business communicates.
From taking detailed notes to managing registrations and running full-scale webinars, a skilled virtual assistant can handle the technical and administrative side of your digital meetings so you can stay focused on growth and strategy.
At Right Recruit, we specialise in connecting UK businesses with professional, pre-trained virtual assistants who are not only reliable but also experienced in managing meetings, webinars, and online communications with precision.
If you’re ready to streamline your meetings and elevate your business operations, Right Recruit can help you find the perfect assistant to make that transition effortless.
