Calendar & scheduling support for venture capital firms

VC partners and associates spend a disproportionate amount of time managing the logistics of deal flow meetings, LP calls, and portfolio board sessions — time that should be going toward actual investment decisions. A Trusty Oak Executive Assistant takes ownership of your calendar so inbound founder requests, partner syncs, and conference blocks don't fall through the cracks. If your scheduling is currently living in your inbox and your head, this is where that changes.

300+ tasks completed in this service category across our client base.

Fractional calendar & scheduling support for venture capital firms

How Trusty Oak handles calendar & scheduling for venture capital firms

A Trusty Oak EA works directly inside your existing tools — typically Google Calendar and Calendly — to own the full scheduling lifecycle for your firm. For inbound pitch requests, they set up and manage Calendly workflows so founders land on a structured booking link rather than a back-and-forth email thread, with buffer time and pre-meeting questionnaires built in. For partner meetings and internal syncs, they coordinate across multiple calendars, flag conflicts proactively, and handle rescheduling without pulling you into the conversation. When board meeting season hits, they manage the prep logistics: sending calendar holds to portfolio company stakeholders, tracking RSVPs, and making sure materials deadlines are communicated in advance. You stay in the loop on what's scheduled and why — your EA handles the execution.

Tools our team works with:

Calendly · Google Calendar · Clockwise

What your EA takes off your plate

Before handing off your calendar, spend 20 minutes documenting your actual preferences — not just availability, but rules: which meetings you'll do over video vs. phone, how much buffer you need between calls, whether you'll take founder pitches on Fridays. The most common mistake is giving an EA access to your calendar without this context, then being frustrated when they schedule something technically correct but practically wrong for how you work.

Pitch Meeting Scheduling via Calendly

Set up and maintain Calendly booking pages for inbound founder requests, including availability windows, buffer rules, and intake questions that qualify the meeting before it hits your calendar.

Partner Meeting Coordination

Cross-reference partner calendars in Google Calendar to find viable windows for weekly syncs, investment committee meetings, and ad hoc strategy sessions — and send all invites and confirmations.

Portfolio Board Meeting Logistics

Send calendar holds to founders and board members, track acceptances, follow up on non-responses, and communicate pre-meeting material submission deadlines.

Conference and Event Scheduling

Build out your conference calendar for events like SaaStr, TechCrunch Disrupt, or LP summits — blocking travel, scheduling 1:1s with founders or LPs on-site, and protecting focus time around sessions.

Clockwise Calendar Optimization

Use Clockwise to protect focus blocks, auto-schedule recurring tasks, and prevent meeting sprawl from consuming the hours you need for deal review and due diligence.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Microsoft Outlook

Calendly

Microsoft Teams

Google Calendar

Acuity Scheduling

Zoom

...and many more!

Trusted by venture capital firms

Trusty Oak supports venture capital firms including Capstar Ventures, Elsewhere Partners — handling everything from calendar & scheduling to broader operational support.

What calendar & scheduling support costs for venture capital firms

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

25 hours $875

Specialists

~$50/hour

5 hours $250

Fractional Executives

~$95/hour

0 hours $0

Your monthly budget

$1,125

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

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Frequently Asked Questions

How does a Trusty Oak EA handle inbound pitch meeting requests without letting every founder onto my calendar?

Your EA sets up a Calendly workflow with availability windows you approve in advance, so founders self-schedule within guardrails rather than emailing directly. They can also add an intake form to the booking flow — stage, sector, check size — so you have context before the meeting and your EA can decline or redirect requests that don't fit your thesis.

Can an EA coordinate across multiple partners with different calendars and preferences?

Yes — this is one of the more common setups for VC clients. Your EA works across all partner Google Calendars with view access, learns each person's scheduling preferences, and handles the coordination without looping in the partners themselves unless a decision is needed. It's the same work a dedicated EA at a large fund would do, without the full-time overhead.

What happens during high-volume periods like board meeting season or a major conference?

Your EA can flex hours within your monthly budget to absorb the additional scheduling volume — and because unused hours roll over, many clients bank time in quieter months to draw from during busy stretches. If you anticipate a consistently heavier load, your Client Success Manager can help you right-size your monthly budget before the crunch hits.

Get your calendar off your plate

Trusty Oak's onboarding includes a Strategic Delegation Plan built around how your firm actually operates — so your EA hits the ground running on day one. Monthly budgets start at $1,000 with a one-time $300 onboarding fee.