Agenda Mapping & Input Gathering
Your EA gathers the meeting topic, relevant participants, context, and desired outcomes. They source background info from calendars, inboxes, or internal systems.
Virtual Executive Assistant for Brief Preparation
Hire a remote, EU-based executive assistant from DonnaPro and delegate brief preparation & more - so you can buy back 60 hours of your time each month.
Claim Your Free 30-Minute Strategy Session
As seen on
110+Industries Worked In
7Years of agency experience
91%Of clients stay after trial period
70+Types of tasks we can take over
∞Hours saved
Walk Into Every Meeting Prepared - Without Doing the Prep
As a CEO or founder, every meeting matters. But creating briefs - aligning agendas, pulling key data, summarizing updates - is a time suck that adds zero leverage to your role.
Your DonnaPro executive assistant handles it all. From pulling reports and past emails to formatting one-pagers and summarizing client or investor history, your EA makes sure you're walking in sharp, not scrambling last-minute.
It's not just prep - it's a system that makes you look 3 steps ahead.
What Brief Preparation Actually Looks Like With DonnaPro Virtual Assistant Agency
Briefs aren't about formality - they're about clarity. Your EA ensures you enter every conversation knowing what's on the table and what to do next.
Here's how it works:
- Stage 1:
- Stage 2:
Research & Summarization
We surface key points - past communication, KPIs, project status, bios, previous notes - whatever helps you prepare smarter and faster.
- Stage 3:
Formatting & Delivery
Briefs are delivered in a clean, structured format - usually 1 page, mobile-friendly, and ready-to-skim between meetings
- Stage 4:
Recap & Tracking
After the meeting, your EA can log decisions, create follow-ups, and track key takeaways so next steps are never lost.
*Check if DonnaPro is a good fit for you (and vice versa).
Plus, your Executive Virtual Assistant will also take care of:
- Researching attendees before client or investor meetings
- Creating recurring templates for weekly leadership calls
- Structuring decks or prep docs based on your format
- Reviewing past decisions or action points
- Prepping questions and talking points in advance
What Makes Our Virtual Executive Assistants Your Highest ROI Driving Team Member?
Donna saves you up 60+ hours per month
When you hire a virtual assistant agency like ours, count on saving 60+ hours monthly. Our clients consistently find that partnering with our virtual assistant agency gives them back the time they need to focus on high-level strategy.
Donna is married to AI tools
Our executive assistants are real, approachable people who are trained on AI tools before they even start, making them incredibly effective. Every modern virtual assistant agency should leverage technology, but we put AI mastery at the very core of our training.
Donna serves only CEO’s and founders
Executive assistance tailored strictly for CEOs. We're not a generic virtual assistant agency for freelancers or large teams; as a managed executive assistant service, our focus is entirely on YOU, the leader.
Donna is remote
Say goodbye to concerns about office space and overhead. As a fully remote virtual assistant agency, our team handles everything seamlessly, allowing you to access top talent without the typical costs.
Donna is safe & secure
DonnaPro’s EAs follow strict confidentiality protocols. As one of the most reliable virtual executive assistant agencies, every assistant is rigorously vetted, and our security measures are formalized in every agreement.
Donna is from the European Union
Our entire team is proudly comprised of EU-based virtual executive assistants, but our services know no borders. Whether you’re in United Kingdom, France, Germany, or currently living in Asia or Africa, we’d love to meet you.
Donna is not “pushing for the ring”
While most similar companies lock you into a 3-month contract, our virtual assistant agency is different. Enjoy our 60-day zero-commitment trial period so you can see the results risk-free.
Donna masters your industry
Your business is unique, and that’s why our experience matters. With a proven track record supporting leaders across more than 110 industries, we have the strategic context to handle your specific challenges.
Meet your Donna*No Commitment for the first 2 months. Zero Risk.
Can DonnaPro Assistants Do Something Else Besides Brief Preparation?
Our DonnaPro Virtual Executive Assistants are real, approachable professionals from the European Union, equipped with cutting-edge AI tools. And yes - while they excel at brief preparation, they can handle much more, saving you up to 60 hours per month. For example…
Email & Inbox Management
Daily triage, drafts in your voice, noise filtered out, nothing important missed. Most clients reclaim 2+ hours a day.
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Calendar, Scheduling & Meeting Prep
Protected deep-work blocks, time-zone sync and sharp meeting briefs delivered before every call, so you show up prepared rather than scrambling.
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Travel & Personal Errands
Flights, hotels, itineraries and restaurant bookings, as well as personal to-dos such as gifts and weekend plans. Everything off your plate so you stay present.
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Research & Decision Support
Market research, competitor analysis, supplier shortlisting. Structured briefs so you decide on facts, not guesswork.
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Event Planning & Organising
From logistics to RSVPs, your EA ensures every event, online or in-person, is professionally executed without draining your time.
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Offers & Proposals
Polished, on-brand proposals crafted for new client offers or partnership pitches. Your EA handles the structure; you handle the relationship.
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We have over 50 additional tasks detailed in this comprehensive list that our EAs handle with the precision of a bullet train speeding through Tokyo.
For example, our virtual EAs can create transcripts, manage your social media channels, stay in touch with subcontractors, remind clients of overdue payments… or even send a greeting card for your sister's dog's 5th birthday.
Disclaimer: While we strive to cover a wide range of tasks, there are areas where our EAs might not excel, such as specialized legal advice or advanced technical programming.
In those events, we will proactively seek out or recommend trusted partners for tasks requiring specialized expertise because our dedication to your organization and success goes beyond mere duty.
We strive to ensure you receive the highest-quality support in every aspect of your business. Why settle for less?
See all DonnaPro virtual assistant servicesHow CEOs & Founders Rate Our Virtual Assistant Services
My mindset before was that I need to do it all... it was slowing me down and costing my business money. Working with my EA allowed me to focus on new business opportunities that I didn’t have time for earlier, and it directly impacted my business growth.
DonnaPro doesn’t just connect you with an assistant and walk away. They constantly recruit, train, and equip their personnel. When our assistant showed up, she was ready not to learn, but to lead. We didn’t have to recruit, train, or worry about compliance – we just had to plug her into our work.
I’ve been working with virtual assistants for the past decade, and I think that right now I’m at a point where I feel that my search for the perfect virtual assistants is over.
★★★★★
I meant it when I said I needed help, and DonnaPro has really delivered. It has really impacted how I work and it has allowed me to focus on the things that really mattered.
Esteban A. MirandaCEO @ European Food Banks Federation / Non-Profit / NGO★★★★★
Working with DonnaPro and Grace has made a real difference to both my work and personal life. I feel more prepared, less rushed, and things I used to think about but never get around to are finally getting done. Honestly, it’s the best support I’ve had in years.
Andrew RobertsCEO & Partner / Biotech & Pharmaceutical Industry★★★★★
After a long time managing everything on my own in the start-up world, I realised I needed help. My EA has been amazing in managing my calendar, travel plans, T&E, and other small yet time-consuming tasks. We had morning check-ins at the beginning that paid off well. Now, I can much better focus on growing the business. Working with a Donna through a trusted virtual assistant agency makes delegation friction-free.
Jochen R.CEO @ MedTech Company / Medical Device Industry★★★★★
I used to manage my own travel, emails, and calendar, even while running multiple businesses. Then my EA (Romina) stepped in. She’s proactive, reliable, and keeps everything running smoothly without me having to ask. Our daily check-ins keep me on top of things, and her inbox summaries are a lifesaver when I’m travelling. I finally have the headspace to focus on what matters.
Dominic WhiteInvestor, Entrepreneur & Adventurer / Financial Services Industry★★★★★
My EA, Petra, has been very helpful during a particularly chaotic time in one of my businesses. With minimal guidance, she quickly adapted, proactively started searching for solutions, and delivered results. I love how I can just ping her on WhatsApp, and things get done seamlessly.
Daniel WeisslerFounder @ winTEC Solutions / Automotive Software Industry★★★★★
My EA doesn’t just complete tasks; she proactively identifies and solves potential issues before they become problems. Whether it’s a scheduling conflict or a looming deadline, my EA is always one step ahead, saving me countless headaches.
Lily SovinCo-Founder @ optika-oftalmos.com / Eyewear Industry★★★★★
I’m super happy with DonnaPro and with Angels. Even though we’ve only been working together for a few weeks, she already feels fully integrated into my business. I really appreciate how proactive she is and how she always brings practical suggestions. It’s such a relief to finally have four eyes instead of just two. We’re definitely on track to becoming a seamless team.
Marie UtschFounder & CEO @ marieutsch.com / Digital Marketing Industry★★★★★
Three months in, and it’s a relief to have someone who fully gets my tone of voice. Saga handles my inbox with confidence, answers questions independently, and keeps things moving without me needing to chase anyone – even while I was on my first real holiday in years.
Rubina RautFounder & CEO @ wuka.co.uk / Personal Care, E-commerce
5 Easy Steps To Getting Your Very Own Virtual Executive Assistant
1
Step 1
HR Time Vault™ (Already Done)
Before you even contact us, we've invested months building our talent pool. We recruit across the EU, run candidates through a six-stage hiring process (only 1% make it through), and train every EA in delegation frameworks, tools, and best practice in CEO support.
When you're ready to start, we're not scrambling to find someone. We're matching you with an EA who's already prepared.
2
Step 2
Free 30-Minute Strategy Session
We start with a conversation - no sales pressure, no commitment. We learn about your business, your challenges, your working style, and what support would actually help.
You walk away with clarity on whether DonnaPro is right for you. If it is, we move forward. If not, no hard feelings; you'll still have useful insights from the conversation.
3
Step 3
Matching You With Your Donna™
Based on your preferences, we select an EA who fits your needs, personality, and tools. We consider industry experience, communication style, technical skills, and working preferences. You're not getting a random assignment. You're getting someone chosen specifically for you.
4
Step 4
Onboarding & Handover
We run a structured onboarding process to set you and your EA up for success. This includes understanding your tools, processes, preferences, and priorities - plus executive research on your business, industry, and network. Most clients are actively delegating within the first two weeks.
5
Step 5
Freedom Phase™
Now the real value begins. Your EA handles execution. You handle strategy. Your inbox stays at zero. Your calendar makes sense. Your travel is sorted. Your follow-ups happen. You finally have space to think, lead and build, rather than drowning in tasks.
We Also Support Leaders In:
Venture Capital & Startups
Close more deals and accelerate portfolio growth with a start-up virtual assistant who thrives in fast-moving environments. Transform deal coordination, LP communications, and due diligence scheduling from bottlenecks into competitive advantages while you source the next unicorn.
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Investment & Wealth Management
Accelerate deal flow and portfolio performance with an investment virtual assistant who turns operational complexity into strategic advantage. Seamlessly organise opportunities, prepare investor communications, and manage administrative excellence while you identify and capture market-winning investments.
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Financial Services & Advisory
Scale your practice without sacrificing client relationships using a financial adviser virtual assistant who elevates every interaction. Master complex scheduling, confidential correspondence, and meeting orchestration while you build portfolios and forge lasting wealth-building partnerships.
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IT Services & Cybersecurity
Maximise billable hours and close enterprise deals faster with an IT virtual assistant who understands your high-stakes environment. Transform vendor coordination, compliance documentation, and client communications from time drains into profit drivers while you focus on delivering cutting-edge solutions.
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AI & Data Science
Turn breakthrough research into market-dominating revenue with AI virtual assistant services designed for visionary leaders. Your assistant becomes the operational backbone, managing stakeholder relations, funding coordination and strategic admin - so you can focus on innovations that reshape entire industries.
View more
SaaS & Software Solutions
Hit your next MRR milestone faster with a SaaS virtual assistant who transforms operational chaos into growth acceleration. While you innovate and acquire customers, your dedicated assistant handles investor updates, board presentations and strategic coordination, turning administrative burden into competitive advantage.
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Manufacturing & Industrials
Drive industrial output and operational excellence with a manufacturing virtual assistant who understands production environments. Master supplier relationships, production scheduling, and operational coordination while you focus on innovation and market leadership.
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Logistics & Transportation
Keep supply chains moving efficiently with a logistics virtual assistant who thrives on operational complexity. Transform shipment tracking, carrier coordination, and communication management into competitive advantages while you focus on strategic growth and expansion.
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Education & E-Learning
Build a thriving educational platform with an education virtual assistant who amplifies your teaching impact. Perfect course scheduling, instructor coordination, and administrative workflows while you focus on creating transformational learning experiences that shape futures.
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Events & Hospitality
Create unforgettable experiences with an event planning virtual assistant who perfects every detail. Transform vendor management, logistics coordination, and guest relations from overwhelming complexity into seamless execution that builds your reputation.
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Media & Entertainment
Keep creative projects on track and under budget with a media virtual assistant who understands entertainment industry demands. Master production scheduling, talent coordination, and administrative excellence while you focus on creating content that captivates audiences.
View more
E-commerce & Retail
Scale your online empire with an e-commerce virtual assistant who drives operational excellence across every channel. Transform supplier communications, marketing coordination, and logistics management into competitive advantages while you focus on product innovation and market expansion.
View moreFAQs - What Business Leaders Ask About Brief Preparation
What kind of briefs can a virtual assistant create?⌄
Everything from client or investor meeting briefs to team updates, pitch prep, and leadership check-ins. All customized to your goals.
Explore our full suite of virtual assistant services to see how we craft the perfect brief for every occasion.
How do they know what to include?⌄
Your EA pulls info from calendars, emails, CRMs, past decks, or Slack - and asks the right questions to keep things sharp and relevant.
Can they follow a specific briefing format or structure?⌄
Yes. If you already use a format (1-3-1, bullet points, Google Docs, Notion, etc.), your EA will match it. Or we'll help you build one from scratch.
Will the briefs be ready in time?⌄
Always. Your EA plans ahead and works with your calendar to ensure briefs land at least 24 - 48 hours before each meeting.
Can my assistant take meeting notes too?⌄
Yes. While brief prep is proactive, many clients also have their EA join calls or review recordings to log action items and notes afterward.
How much does this level of prep support cost?⌄
DonnaPro's executive assistants are EU-based professionals trained to support CEOs. The ROI isn't just saved time - it's showing up ready to win. See more at our pricing page.
What is DonnaPro, and where can I learn more?⌄
DonnaPro is a Europe-based virtual assistant agency tailored for CEOs and founders aiming to grow their businesses without the risk of burnout. Our highly skilled executive assistants manage everything from your inbox and calendar to in-depth research and trip planning-combining expert human insight with cutting-edge AI tools. To explore our full range of services, discover our approach, and see what makes us unique, visit our homepage.