Every meeting captured, every action tracked
AssistBPO's virtual minute taker attends your meetings on Zoom, Teams or Google Meet, records with everyone's consent, writes clean minutes or a one-page summary and tracks every action item to completion. One named assistant, employed by the group, who learns your people, your projects and your shorthand, with a trained backup for the meetings that cannot be missed.
- Your hours
- Executive & admin
- Employed, screened, managed
What is a virtual minute taker?
A virtual minute taker is a trained assistant who joins meetings remotely to capture decisions, discussion points and action items, then produces formal minutes or a concise summary shortly after the meeting ends. Unlike an AI transcript, a human minute taker knows the difference between a decision and a suggestion, attributes actions to the right person and writes for the people who were not in the room.
· Reviewed by Issabela Masters
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Meeting notes: what we do and how it runs
A virtual minute taker is a trained assistant who joins meetings remotely to capture decisions, discussion points and action items, then produces formal minutes or a concise summary shortly after the meeting ends. Unlike an AI transcript, a human minute taker knows the difference between a decision and a suggestion, attributes actions to the right person and writes for the people who were not in the room.
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What it is
A virtual minute taker is a trained assistant who joins meetings remotely to capture decisions, discussion points and action items, then produces formal minutes or a concise summary shortly after the meeting ends. Unlike an AI transcript, a human minute taker knows the difference between a decision and a suggestion, attributes actions to the right person and writes for the people who were not in the room.
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What you get
A named minute taker who attends, records and summarizes every meeting you choose
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How it runs
Minutes or one-page summaries within 4 business hours, in your template
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Match
A 20-minute call about which meetings need coverage, how formal the record must be, who reads it and where actions live. Within 72 hours we propose a named minute taker with experience in your kind of meeting, board, client or project, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the meeting notes desk for?
- Leadership teams and boards
- Weekly leadership meetings, monthly board sessions and committee calls that need a formal record and a decisions log someone can find in six months.
- Nonprofits and associations
- Board and member meetings with governance requirements: quorum noted, motions recorded, minutes circulated for approval before the next meeting.
- Agencies and consultancies
- Client calls where what was agreed is what gets billed. A written summary sent to the client the same day removes the argument later.
- Project and product teams
- Stand-ups, sprint reviews and steering meetings where the value is the action list, updated in Asana or Jira before anyone logs off.
What does the meeting notes service include?
These 12 tasks are what AssistBPO's meeting notes desk handles as standard for a founder or executive.
- Attendance on Zoom, Teams or Google Meet as a named participant
- Recording with a consent notice at the start of each meeting
- Formal minutes in your template: attendees, apologies, motions, decisions
- One-page summary format for working meetings and client calls
- Action items logged with owner, due date and status
- Follow-up reminders to action owners before the due date
- Decisions log maintained across meetings for each committee or team
- Agenda preparation from the previous minutes and open actions
- Transcript cleanup and highlights from recordings you send us
- Minutes circulated for approval and filed once approved
- Task updates in Asana, ClickUp, Monday or Notion after each meeting
- Monthly report of meetings covered, actions opened and actions closed
Deliverables and KPIs
AssistBPO reports 6 measures on the meeting notes desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Minutes or summary delivered | Within 4 business hours of the meeting ending | Per meeting |
| Action register updated | Every action with an owner and a date | Per meeting |
| Reminders sent to action owners | Sent 2 business days before due | Ongoing |
| Agenda drafted for the next meeting | Sent 24 hours ahead with open actions listed | Per meeting |
| Decisions log kept current | Searchable log per team or committee | Monthly |
| Actions closed on time | Share of actions closed by due date | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the meeting notes desk work?
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Match
A 20-minute call about which meetings need coverage, how formal the record must be, who reads it and where actions live. Within 72 hours we propose a named minute taker with experience in your kind of meeting, board, client or project, plus a trained backup.
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Onboard
We agree the templates (formal minutes, summary, action register), collect the glossary of names, projects and acronyms, set up calendar invitations and the recording consent line, and connect the task tool. The first two meetings are reviewed line by line with you before the format is locked.
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Daily rhythm
The assistant joins each meeting a few minutes early, records with consent, takes structured notes, delivers the minutes or summary within four business hours, updates the action register and task tool, and lists everything in the end-of-day report.
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Weekly review
20 minutes with the team lead: actions overdue, meetings coming up, template tweaks and any meeting you want added or dropped. Monthly, the team lead checks a sample of minutes against the recordings for accuracy and attribution.
Hours, coverage and models
AssistBPO staffs the meeting notes desk on 3 models. Meetings covered in US, Canadian and UK business hours from the group's two offices. Early-morning and evening board meetings can be scheduled in advance. Australian Eastern hours are available on request.
- Per-meeting coverage from a shared minute-taking pod, billed in hours
- Dedicated minute taker and admin assistant, 80 hours a month
- Meeting notes as part of a full-time executive assistant, 160 hours a month
See what is staffed in your zone on the coverage clock.
What are the terms on the meeting notes desk?
The card, the contract terms and the meeting notes desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Managed Pod, three seats or more | From $4,800 a month |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | Executive & admin desk |
| Standard schedule | Per-meeting coverage from a shared minute-taking pod, billed in hours |
| Coverage | Meetings covered in US, Canadian and UK business hours from the group's two offices. |
| Tools | 9 platforms, including Microsoft Teams, Zoom Phone, Google Workspace |
| KPIs reported | 6 measures: ongoing, monthly, per meeting |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much do meeting notes cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Virtual assistants average $19.45 an hour on PayScale and $27.15 an hour on Indeed; managed offshore assistants $7 to $15 an hour; task-based services such as Fancy Hands price per task | PayScale and Indeed via Wishup and Cherry Assistant; Staffify roundups, 2026 |
| United Kingdom | Minute taking by UK virtual PAs at £25 to £45 an hour; employed PA average £15.33 an hour | SVA surveys and PayScale UK, 2026 |
| Australia | Onshore admin support A$39.90 to A$65 an hour; offshore managed A$8 to A$35 an hour | DotVA, Smart Staffing and Virtual Coworker published pricing, 2026 |
Security and compliance
- Employed, background-checked minute takers under NDA; board and legal material handled under a written access rule
- Recordings stored in your Zoom, Teams or Drive account, never on the assistant's device
- A consent notice is read at the start of every recorded meeting
- MFA and managed devices; minutes drafted inside your document system
- Access to recordings and minutes removed the day the engagement ends
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: recording notices are read in every meeting to satisfy two-party consent states
- UK: minutes containing personal data are held under the DPA and UK GDPR retention rules you set
- Australia and Canada: recordings are stored in your systems to keep cross-border data handling within APP 8 and PIPEDA
Frequently asked questions
How much does a virtual minute taker cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, US virtual assistants average $19.45 an hour on PayScale and $27.15 on Indeed, managed offshore assistants publish $7 to $15 an hour, and UK virtual PAs charge £25 to £45 an hour for minute taking (Wishup 2026 Industry Report; SVA surveys). Most clients buy per-meeting hours from the pod, or fold minutes into an 80-hour admin plan.
Why not just use an AI note taker?
Use one if a transcript is all you need. A human minute taker produces something different: a record that says what was decided, who owns what and by when, written for people who were not there. They know that a joke about the budget is not a motion, that the CFO's silence was agreement and that the client's throwaway line is a scope change. Many clients run both: the AI keeps the transcript, the assistant writes the minutes.
How quickly will we get the minutes?
Within four business hours of the meeting ending for summaries and action lists, and by the next morning for formal board minutes that need careful wording. Urgent same-hour turnaround for client calls can be arranged in the onboarding plan. Delivery times are tracked in the end-of-day report, so if a meeting runs long or overlaps another, you will know when to expect the document.
Can the minute taker join confidential meetings?
Yes. Every assistant signs a client-specific NDA and works under a written access rule for board, HR, legal and M&A material. Recordings stay in your account. For meetings where even the assistant's presence is not appropriate, they prepare the agenda and open actions beforehand and write up the outcomes from your dictated notes afterwards. You decide which meetings they attend, meeting by meeting.
What does the recording consent involve?
The assistant reads a short notice at the start: that the meeting is being recorded for minutes, and that anyone who objects should say so. In two-party consent US states, the UK, Canada and Australia this is the safe route, and it takes 10 seconds. If a participant objects, the assistant switches to notes only and says so in the minutes. Recordings are deleted on the schedule you set.
Will the assistant chase people for their actions?
Yes, that is the part most clients value. Each action gets an owner and a date in the register and in your task tool. The assistant sends a reminder two business days before the due date, checks status the day after and reports overdue items in the weekly review. Meetings get shorter because nobody is asking whether the thing from last week got done.
Do you follow a standard minutes format?
We use yours if you have one. If not, we set up two: formal minutes with attendees, apologies, quorum, motions, votes and decisions for boards and committees, and a one-page summary with context, decisions and actions for working meetings. Both are agreed after the first two meetings. Nonprofits with governance rules get the formal template with an approval step built in.
Can you produce minutes from recordings we already have?
Yes. Send the recording or the AI transcript and the assistant produces minutes or a summary in the agreed template, with actions logged. This works well for meetings outside the assistant's shift, such as early-morning board calls in another region. Turnaround is the same four business hours from receipt for summaries.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data