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Virtual assistants can effectively manage Level 10 meetings for businesses.
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Implementing the Entrepreneurial Operating System (EOS) can transform chaotic meetings into structured, productive Level 10 Meetings. A trained Virtual Assistant can facilitate these meetings, ensuring consistency, accountability, and focus, allowing founders to step back while maintaining operational efficiency.
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Let Your Virtual Assistant Anchor Your Level 10 Meetings—Here’s the Exact Playbook
Most founders and business leaders hate meetings. They dread them. And for good reason.
They’re long. They’re unfocused. They’re filled with status updates no one cares about, ego battles no one wins, and action items that never get done. EOS is about instilling focus in organizations, transforming meetings from chaotic and unfocused to disciplined and aligned.
Patrick Lencioni, in his book Death by Meeting, calls out the elephant in every boardroom: most meetings are painful because they lack drama and structure. That’s right—meetings are either too boring (no conflict) or too chaotic (no format). And without either clarity or tension, nothing meaningful happens.
Now layer this on top of the reality of the real world of growing a business:
- You’ve got 4–5 key leaders, all pulling in different directions.
- You’re juggling multiple priorities, fire-fighting daily.
- Your team meetings? Random check-ins at best, total confusion at worst.
This is where most businesses are: running on hope, not systems.
That’s why we adopted EOS (the Entrepreneurial Operating System). EOS fixes what Lencioni points out — not just with a better meeting format, but with a complete operating system that turns meetings from time-wasters into traction engines.
In the EOS world, the weekly Level 10 Meeting™ is the heartbeat of execution. It’s structured, time-boxed, and repeatable. Same day. Same time. Same agenda. Every week.
No reinventing the wheel. No hijacked tangents. No “let’s circle back.”
And here’s the truth: when done right, Level 10 meetings are so productive and efficient… the founder doesn’t even need to run them.
That’s right. You can delegate it.
More on that in a minute.
But first, let’s zoom out and understand EOS itself.
2. What is EOS and Why It Works
Think of your business like a computer. It can do incredible things — but only if it’s running the right operating system.
Most companies? They’re like a high-powered machine running outdated software. Slow. Buggy. Constantly crashing. No one knows who’s responsible for what, priorities change every week, and there’s no single source of truth.
EOS — the Entrepreneurial Operating System — is the fix.
EOS is a simple, proven set of practical tools that helps you get alignment, traction, and accountability across your entire organization. These practical tools are designed to clarify, simplify, and help you achieve your vision. Implementing EOS gives your leadership team one clear way to:
- Set long-term and short-term goals
- Prioritize the most important work
- Solve real issues (not just talk about them)
- Build a culture of ownership
By implementing EOS, organizations experience greater clarity, alignment, and focus, which leads to business growth and success. It’s used by over 100,000 companies globally — not because it’s fancy, but because it’s practical. The system includes just the right amount of structure without overwhelming your team with process-for-the-sake-of-process.
The five foundational tools of EOS are based on strengthening the six key components of your business:
- 1. Accountability Chart: Like an org chart — but built around clarity. Who owns what? Who reports to whom? No double-seating. No hiding.
- 2. Rocks: Your 90-day business priorities. These are the “big things” that move the company forward, owned by someone, and tracked weekly.
- 3. Scorecard: A simple weekly dashboard of key numbers. Not just financials, but leading indicators. The pulse of your business.
- 4. Level 10 Meeting™: The weekly ritual to keep your team aligned, focused, and solving the most important issues. Always the same agenda.
- 5. Vision/Traction Organizer (VTO): A 2-page strategic plan that captures your 10-year vision, 3-year picture, 1-year goals, and your quarterly priorities.
EOS is not a theory. It’s not a book you read and forget.
It’s a do-this-every-week operating system. And when it’s implemented correctly, you start to feel it. Everyone is rowing in the same direction — and rowing fast. This consistent approach not only drives organizational growth and success but also helps leaders and teams achieve a more balanced life through improved organization and focus.
But here’s the nuance most founders miss:
You don’t have to be the one enforcing it all the time.
Once your business is running on EOS, a trained Virtual Assistant can play a powerful supporting role. They can:
- Keep the meeting rhythm consistent
- Ensure the right tools (Scorecard, Rocks, Issues List) are updated ahead of time
- Document to-dos, decisions, and accountability
- Observe and coach teams on EOS best practices
- Become your internal EOS champion, ensuring L10s are being cascaded and run properly at every level of the organization
They’re not replacing your Integrator. They’re not leading strategy. But they become the glue that helps you stick to the process.
Because like any operating system, EOS only works if it’s used consistently. That’s where your VA becomes an extension of your operating rhythm — helping your teams stay on track, week after week.
3. The Power of Level 10 Meetings
Most meetings suck because they’re too loose.
Level 10 Meetings work because they’re tight.
In EOS, the Level 10 (or “L10”) Meeting isn’t just another status update. It’s a 90-minute, weekly execution machine designed to do one thing: keep your leadership team aligned, get everyone on the same page, and solve the most important problems in your business.
It’s called a Level 10 for a reason — because every attendee rates the meeting at the end. If it’s not an 8, 9, or 10… something’s off. You fix it.
Level 10 Meetings rely on reviewing the Scorecard and metrics, which means bringing relevant data to the table for effective decision-making and accountability.
By consistently following this process, Level 10 Meetings help build a healthy leadership team that is focused, cohesive, and resilient.
Here’s what makes the Level 10 different:
Same Agenda. Every Week.
No guesswork. No winging it. Just a clear sequence for managing the meeting flow and agenda:
- Segue – Start with personal and professional good news to build a connection.
- Scorecard Review – Go through weekly numbers. Track on/off targets. No discussion—just note issues.
- Rock Review – Check progress on quarterly priorities. On track or off track. That’s it.
- Customer/Employee Headlines – Share updates from the field. Quick, relevant, human.
- To-do List Review – Confirm that last week’s tasks and to-dos are done. If not, create an issue.
- IDS – Identify, Discuss, and Solve the top issues. 60 minutes of pure problem-solving.
- Conclude – Recap tasks and to-dos, communicate cascading messages, and rate the meeting.
It’s Not Just a Meeting. It’s Discipline in Disguise.
Every part of the agenda is built around accountability.
It’s not about how people feel. It’s about whether things are getting done.
- Scorecard: Are you hitting the numbers and tracking your priority items?
- Rocks: Are you on track with your priorities?
- To-dos: Are you keeping your commitments?
- IDS: Are you solving the right problems fast?
A VA can assist in maintaining this discipline and accountability, ensuring that priorities are tracked and nothing falls through the cracks.
And because it’s the same structure every time, you don’t waste energy designing the meeting. You just show up and get to work, maximizing the value that discipline and structure bring to your organization.
Why Founders Start Running It… But Shouldn’t Forever
Most founders run their company’s L10s in the beginning. That’s fine — you need to set the tone. But over time, your job isn’t to run every meeting. Your job is to ensure they’re being run well.
This is where a trained VA can step in to serve the team and leadership.
Not to lead the company.
Not to make the strategic decisions.
But to own the rhythm — across departments, across levels, across time zones.
They make sure the structure is followed, issues are captured, notes are documented, and accountability loops are closed. They become the L10 facilitator, trainer, and tracker — so the leadership team can stay focused on what matters: solving problems and achieving meeting goals.
4. Why a Virtual Assistant Can (and Should) Run Your L10s
Let’s get one thing clear: your Virtual Assistant is not your Integrator. They’re not making strategic decisions. They’re not running the company.
But they can and should become the operational champion of your Level 10 meeting process, providing valuable support to both your team and your clients by ensuring meetings run smoothly and efficiently.
Why?
Because consistency beats brilliance when it comes to execution, and having a VA run your meetings helps save valuable time that would otherwise be spent on routine coordination.
And most teams fail not because they lack talent, but because no one is holding the rhythm. The VA’s role as the meeting champion is valuable to the organization, ensuring processes are followed and freeing up leadership to focus on growth.
🧠 The Founder’s Fantasy: “Someone Else Will Just Get It”
Here’s the pattern in most businesses:
- You roll out EOS.
- Everyone’s excited.
- You run great L10s for the first 4 weeks.
- Then… life happens. People get busy. Scorecards aren’t filled. Rocks go stale. Meetings drift into chaos, and too much time is spent in unproductive discussions that drain both energy and focus.
The Integrator has 10 other things on their plate, impacting their lives both at work and at home. The Visionary has already moved on to the next quarter, often at the expense of their personal lives. And the whole structure starts to fray.
Enter: the VA.
The Right VA Can Do This Exceptionally Well
With proper training, your VA can become:
- The L10 Facilitator – They follow the agenda, keep time, and proactively manage the meeting flow to anticipate and address needs before they arise.
- The Tangent Police – They gently bring people back on track when discussions go sideways.
- The Scorecard & Rock Tracker – They prep ahead of time, chase updates, flag missing data.
- The Process Enforcer – They ensure the team sticks to best practices: starting on time, logging issues, rating meetings, following up on to-dos, and applying effective strategies for running productive meetings.
- The Trainer & Observer – They can attend other departmental L10s, coach other VAs or team leads, and help scale consistent meetings throughout the org, with managers overseeing meeting quality and alignment.
They’re not replacing your leaders. They’re just removing the friction, so your leaders can focus on solving issues, not running the circus.
Tools Make This Easier Than Ever
With platforms like Ninety.io or Success.co, your VA can:
- Run the meeting directly inside the software, integrating these tools with your business processes for greater efficiency
- Create and prioritize issues in real time
- Document to-dos and assign ownership
- Track meeting scores and feedback over time
These tools take away the admin burden, so your VA can focus on facilitating a high-quality conversation and delivering essential services, not playing stenographer.
This isn’t about delegating leadership.
It’s about freeing your leaders to lead, while your VA protects the structure that makes execution possible.
5. What the VA Needs to Master
You don’t throw your VA into an L10 and hope they figure it out.
They’re not a glorified note-taker.
They’re the facilitator, enforcer, and behind-the-scenes operator of the system, much like an executive assistant in companies running on EOS, who ensures meetings are productive and aligned with company goals.
But they need to be trained right.
When working with the Accountability Chart, it’s crucial to ensure everyone is in the right seats, so the organization functions smoothly and efficiently.
Here’s what they must master to run Level 10s like pros.
1. Understanding the EOS Tools
A VA running Level 10s should have a working grasp of EOS fundamentals. At minimum, they should deeply understand how these tools connect:
- Accountability Chart: Who sits where, and what they own. One seat = one owner. No overlaps. This gives the VA context on who to chase when numbers or rocks are missing.
- Rocks: The top 3-5 quarterly priorities for each person or team. A VA needs to ensure owners are tracking their rocks weekly and flag anything off track.
- Scorecard: The weekly metrics that drive accountability. The VA should follow up before meetings to ensure numbers are submitted, flag off-track data, and ask if issues need to be raised.
- VTO: Not required to recite it, but they should know where to find it. It holds the company’s vision, targets, strategy, and core values—the why behind every rock and scorecard metric.
- Level 10 Agenda: This is their domain. From segue to scorecard, from IDS to rating—the VA owns the flow.
Working with an experienced EOS implementer can help a VA learn these best practices and ensure they are applying the EOS tools effectively.
2. Mastering the Meeting Software
Whether you’re using Ninety.io, Success.co, ClickUp, or even Notion with a custom L10 template—your VA needs to be fluent.
At a technical level, they should be able to:
- Create, assign, and track rocks
- Log weekly metrics and flag off-track items
- Record to-dos in real time during the meeting
- Create and prioritize issues with ease
- Trigger IDS mode and document the solution clearly
- Capture cascading messages for the team
- Log meeting ratings and summarize feedback
The best VAs make this look effortless—but it comes from reps, not luck.
3. Facilitation Fundamentals
This is the part that separates a mediocre VA from a meeting machine.
The VA must know how to:
- Start the meeting on time (and call out repeat latecomers during the concluding section)
- Politely cut tangents with pre-agreed cues (the bell, a time-check, or a “should we drop this as an issue?”)
- Pause when someone’s rambling and bring them back with, “What’s the real issue here?”
- Ask gently probing questions: “Do you know what needs to happen to get this rock back on track?”
- Avoid letting the room drift into coaching or therapy mode mid-IDS
- Keep the energy moving while respecting the flow of ideas
It’s not about being the loudest voice. It’s about being the calm force that protects the structure.
4. Pre-Meeting & Post-Meeting Discipline
Running an L10 doesn’t start at the 0:00 mark.
Great VAs:
- Check that scorecard data and rock updates are filled 24 hours in advance
- Send reminders to team members missing updates
- Log in early and check the tech setup before kickoff
- Compile a post-meeting summary: to-dos, cascading messages, meeting rating comments, and any feedback
- Share that summary within 15–30 minutes post-meeting
That’s operational excellence. That’s what creates trust.
Bottom line: this is a high-leverage role.
And when your VA is trained right, they don’t just run a meeting.
They help embed EOS into the DNA of your company.
6. How Rekruuto Trains VAs to Run World-Class Meetings
At Rekruuto, we don’t just place virtual assistants—we build meeting machines. As the preferred assistant service provider for EOS companies, we specialize in supporting small businesses and small business owners.
Whether it’s for our internal portfolio or for client teams across industries, we train VAs to become operational anchors inside EOS-driven businesses. That means more than just note-taking or calendar management. Our VAs learn to facilitate Level 10 Meetings, run meeting software like Ninety.io or Success.co, enforce structure, and coach teams to follow best practices every week. Our hiring process is designed to ensure each VA is aligned with EOS principles, and we focus on the necessary part of evaluating candidates—making sure they truly "get it" and fit your company’s mission and values.
If you’re already running EOS and want your VA to take over the execution layer, we can help.
If you’re not on EOS but just want tighter, cleaner, more productive meetings, we can train your VA to drive that too.
Hire a trained VA or get your current one upskilled.
Either way, we’ll help you install operational discipline—without you being the one pushing it.
7. Common Mistakes (and How to Coach Your VA Through Them)
Even a great VA won’t get this perfect from Day 1. Facilitation is a skill.
But with the right guidance, these early mistakes are easy to catch—and even easier to fix.
Here are the most common breakdowns we’ve seen, and exactly how to coach your VA through them.
Mistake 1: Letting Tangents Derail the Meeting
What happens: Discussions go off-track during Scorecard, Rocks, or Headlines. IDS becomes a therapy session.
How to coach: Give them a simple script:
“Would you like me to drop that down as an issue so we can come back to it later?”
Train them to use tools like a bell, a “tangent alert,” or a gentle interruption. Role-play this. Their confidence grows with repetition.
Mistake 2: Not Enforcing On-Time Start and Preparedness
What happens: People show up late, haven’t filled in metrics, or have no “good news” to share.
How to coach: Empower your VA to take notes and deliver this feedback during the “Conclude” section:
“Best practice is for everyone to log in five minutes early and come prepared with metrics and good news. Let’s tighten that up next week.”
They don’t need to name names. The point is to hold the team to a standard—politely, but firmly.
Mistake 3: Allowing Unclear Accountability
What happens: Rocks and to-dos are vague. Multiple people are chiming in. No single owner is confirmed.
How to coach: Train your VA to always end with,
“Who’s owning this to-do?”“Are you confirming this is on track for next week?”“Do we need to clarify ownership on this?”
EOS breaks down without clear owners. Your VA should never move on without locking it in.
Mistake 4: Being Too Passive in the IDS Section
What happens: The team discusses symptoms, not real issues. No clear next step. The clock runs out.
How to coach: Teach your VA to ask:
“What’s the real issue here?”“Why do you think that keeps happening?”“What’s the next step?”
Facilitation is 80% asking the right questions, and knowing when to shut up. Silence is a tool. Pausing for 5–7 seconds after a question gives space for better answers.
Mistake 5: Ending Without Clarity or Energy
What happens: The meeting wraps without confirming to-dos or rating the meeting properly. No one’s really clear on the next steps.
How to coach: Reinforce this checklist:
- Recap all to-dos and get verbal/thumbs-up confirmation
- Confirm any cascading messages
- Collect meeting ratings from everyone
- Ask, “What would a 10 look like?” if anyone scores it below an 8
When done well, your VA becomes the person who ends meetings with clarity, not confusion.
These are small mistakes, but they add up fast.
Train your VA to spot them, fix them, and keep the structure tight. When that happens, the difference in team performance is night and day.
8. Multiply Yourself, Not Your Meetings
Most founders stay too close to the action for too long.
They don’t just run the leadership meeting—they insist on joining every departmental L10 too.
Why?
Because they don’t trust it’s being done right.
They’ve built EOS into the business, but they haven’t fully let go.
They’re still the insurance policy for meeting quality.
Here’s the truth: you can’t scale your company if you can’t scale your trust.
The fix isn’t to ignore meetings. It’s to install the right operators so you don’t have to sit in the room.
This is where a trained VA becomes invaluable, providing the assistance you need to step back while maintaining high standards.
They can act as:
- The internal auditor of meeting quality
- The facilitator keeps departments on the agenda
- The note tracker captures issues, rocks, to-dos, and follow-ups
- The observer who ensures L10s are being cascaded correctly across teams
And for founders who still want visibility without babysitting every team, add meeting AI tools like Read.ai or Fathom.
You get clean transcripts, summaries, and action items auto-generated from every L10. Pair that with a trusted VA facilitating or observing the meeting, and now you’ve got control without presence.
You stay informed.
The team stays empowered.
And the business runs without you being in every Zoom call.
That’s the game.
You don’t need to multiply meetings. You need to multiply yourself through systems, structure, and the right support. This frees up the time needed to focus on both your business and your family, helping you achieve true work-life balance.
At Rekruuto, we help companies do exactly that. Whether you need a trained VA to run your meetings or want your current assistant trained the right way, we’ve got you covered. Our VAs recognize that every founder and business has unique needs, and we tailor our assistance accordingly.
You didn’t build your business to run every 90-minute meeting in your company for the rest of your life. You should ALWAYS be in your top level leadership team L10, and as you delegate, should not be sitting in other departmental meetings (unless you continue to own a seat).
Let’s help you step out—without things falling apart.
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