Start Date: 2023-10-05 ,  End Date:  2024-05-16

Introduction

Solis Tech, a rapidly growing SaaS company specializing in workflow automation tools, faced increasing challenges in managing its remote team’s communication and meeting schedules.
As the company scaled across multiple time zones, overlapping meetings, missed syncs, and disorganized communication started to affect project delivery and employee productivity.

To restore efficiency and coordination, Solis Tech partnered with Top Virtual Assistants (TVA) to onboard dedicated Executive Assistants capable of managing calendars, internal communication, and administrative processes freeing leadership to focus on innovation and product growth.

Objective

Solis Tech’s leadership team sought to:

• Eliminate scheduling conflicts and meeting overlaps across global teams.
• Improve internal communication flow between departments.
• Delegate repetitive admin and coordination tasks.
• Increase productive working hours for team leads and executives.

Problem

As Solis Tech expanded to over 80 remote employees spread across five countries, coordination between engineering, marketing, and product teams became increasingly complex.

They faced several challenges:

• Frequent meeting overlaps due to multiple time zones and manual calendar entries.
• Delayed internal updates, causing project misalignments.
• Leadership burnout from managing routine scheduling and email threads.
• Lack of structured meeting documentation for tracking action items and decisions.

The team needed professional assistants who could streamline scheduling, maintain documentation, and enhance communication efficiency without disrupting existing workflows.

Solution

Top Virtual Assistants implemented a dedicated Executive Assistant model, assigning two experienced VAs trained in calendar management, workflow optimization, and team coordination.

Executive Support & Scheduling

• Centralized calendar management for all senior leaders using Google Workspace & Slack integration.
• Created automated reminders and buffers between meetings to prevent overlaps.
• Introduced shared visibility calendars for department heads to reduce double bookings.

Administrative Process Optimization

• Set up Notion dashboards to track meeting notes, deadlines, and follow-ups.
• Created templated agendas and reports for recurring team syncs.
• Managed internal communication channels and filtered key updates to relevant stakeholders.

Performance & Reporting

• Developed a weekly productivity report summarizing meeting time saved, action items completed, and efficiency improvements.
• Provided end-of-week executive summaries for leadership visibility.

Technology Stack

• Scheduling & Calendar Tools: Google Calendar, Calendly, Clockwise
• Communication: Slack, Zoom
  Project & Documentation: Notion, Asana, Trello
• Reporting & Analytics: Google Sheets, Loom summaries

Measurables

Strategic Highlights

• Enabled seamless cross-department communication across 5 time zones.
• Designed a standardized meeting documentation system for transparency.
• Introduced AI-driven scheduling tools for auto-adjusting recurring meetings.
• Provided executive calendar insights for better workload forecasting.
• Supported Solis Tech’s leadership during product launch sprints and quarterly reviews.

Result

Partnering with Top Virtual Assistants allowed Solis Tech to regain structure, focus, and efficiency in its daily operations.
By eliminating scheduling chaos and improving communication workflows, the company reduced meeting overlaps by 90%, increased productive hours by 25%, and improved team satisfaction scores significantly.

Today, Solis Tech continues to leverage TVA’s Executive Assistant services to maintain its streamlined operations as it scales globally.

“Our TVA assistants became the backbone of our coordination process — they didn’t just manage our calendars; they brought order to chaos.”
— Ethan Cole, Operations Director, Solis Tech