Executive Assistant Meeting Scheduling Form

Coordinating executive meetings shouldn't mean endless email chains and calendar conflicts. This Executive Assistant Meeting Scheduling Form is purpose-built for EAs, office managers, and administrative professionals who need to schedule high-stakes meetings efficiently—with calendar integration, participant availability checks, and meeting room coordination all in one place.

Whether you're coordinating board meetings, client presentations, team strategy sessions, or external partner calls, this template helps you gather all the necessary details upfront: meeting purpose, required participants, preferred dates and times, room requirements, catering needs, and technology setup. The form includes conditional logic to show relevant questions based on meeting type—so in-person meetings trigger room booking and catering questions, while virtual meetings ask for video platform preferences.

Paperform makes this workflow seamless. Use scheduling fields to check real-time calendar availability, send confirmation emails with calendar invites automatically, and trigger follow-up workflows with Stepper (stepper.io) to update your project management tools, notify facilities teams, or create preparation checklists. You can also embed this form directly on your company intranet or share it via a branded link that reflects your organization's professionalism.

With custom success messages, automatic routing based on urgency or department, and the ability to collect multiple participant availability in one submission, this template transforms meeting coordination from a time sink into a streamlined process. Built for executive assistants and office managers across corporate, consulting, legal, finance, and professional services industries, it's the smarter way to schedule meetings that matter.