Run High-Impact Masterminds.
Stop Drowning in Meeting Logistics & Prep.
You excel at steering high-stakes leadership conversations, unblocking executive dilemmas, and cultivating peer intimacy—not chasing calendar RSVPs across time zones, formatting hot-seat briefing dossiers, collating commitments, or monitoring Circle community threads. Delegate your forum operations to vetted specialists supervised by a free dedicated project manager.
Mastermind Ops Desk
Dedicated Project Manager + Forum VA
98.4%
Proactive calendar & SMS syncUp to 70%
Free Project ManagerPre-Trained in Mastermind & Cohort Facilitation Platforms
Zero training downtime. Our Peer Group Facilitator Virtual Assistants arrive proficient in community platforms, live meeting production suites, asynchronous accountability trackers, and confidential member portals.
What Your Peer Group Facilitation Assistant Handles Daily
Focus 100% of your energy on provoking breakthrough insights and driving group cohesion while our managed back-office team runs administrative logistics and between-session accountability.
Pre-Session Check-Ins & Dossier Prep
Never walk into a forum blind. Your VA collects member updates, scores challenges, and formats comprehensive briefing decks.
- Pre-Meeting Pulse Surveys: Dispatched 72 hours prior via Typeform/Tally to capture wins and challenges.
- Hot-Seat Dossier Formatting: Synthesizing presenter background, P&L metrics, and burning questions in Notion.
- Topic Prioritization Matrix: Categorizing member submissions into governance, hiring, fundraising, or mental resilience.
- Confidential Materials Distribution: Encrypted file sharing with Chatham House Rule watermarks.
Live Meeting Tech Production & Hosting
Stay in facilitator flow while your VA manages the virtual room, monitors timers, curates Miro boards, and runs tech support.
- Zoom Co-Host Management: Spotlighting hot-seat speakers, muting background noise, and welcoming arrivals.
- Breakout Room Triaging: Assigning paired pods dynamically based on industry or accountability matches.
- Real-Time Timekeeping: Keeping presentations, clarifying questions, and feedback rounds strictly on schedule.
- Miro / Mural Whiteboard Scribing: Documenting live frameworks, brainstormed tactics, and parking-lot issues.
Between-Session Accountability Nudges
The true value of masterminds occurs between meetings. Your VA logs commitments and follows up systematically on execution.
- Commitment Logging: Extracting SMART action items declared by each member at the close of every session.
- Mid-Cycle Progress Check-Ins: Sending personalized email/Slack nudges at day 14 to monitor execution progress.
- Accountability Buddy Pairing: Rotating peer accountability partnerships and introducing sync calendars.
- Completion Rate Dashboards: Reporting cohort goal completion percentages to demonstrate program ROI.
Executive Onboarding & Forum Placement
Ensure newly admitted CEOs and founders feel valued immediately with white-glove welcome packets and conflict-of-interest checks.
- Conflict-of-Interest Screening: Verifying competitors are not placed within the same confidential pod.
- Bilateral NDA & Agreement Execution: Ensuring DocuSign confidentiality charters are signed before day one.
- Member Bio Directory Curation: Building polished executive profile sheets in Circle.so or Notion.
- 1-on-1 Onboarding Tech Briefings: Guiding new members through tools, calendar invitations, and community norms.
Executive Summaries & Resource Vaults
Transform free-flowing discussions into anonymized takeaways, book recommendations, and curated SOP libraries.
- Anonymized Takeaway Notes: Publishing high-value summaries without compromising proprietary business details.
- Recommended Tools & Vendor Curation: Archiving software, legal counsel, and recruiter referrals shared in sessions.
- Recording Trimming & Chaptering: Clipping guest speaker masterclasses and tagging key timestamp topics.
- Resource Vault Organization: Categorizing framework PDFs, spreadsheets, and worksheets inside Circle/Notion.
Guest Expert Booking & In-Person Retreats
Elevate mastermind prestige by bringing in world-class subject matter experts and coordinating unforgettable annual retreats.
- Speaker Outreach & Briefings: Sourcing high-profile guest mentors and briefing them on cohort context.
- Retreat Venue Research: Sourcing private villas, boutique conference lodges, and executive dinner rooms.
- Dietary & Travel Itineraries: Consolidating flight details, airport transfers, and executive dietary preferences.
- Swag & Materials Printing: Managing high-end journals, name tags, and retreat binder production.
The 4-Phase SageDoer Managed Model
A dedicated remote mastermind operations wing with zero management overhead. We supervise cohort calendar schedules, audit dossier formatting, and log productive hours so you can focus on transformative leadership facilitation.
Submit Requirements
Share your peer group structure (mastermind, CEO forum, YPO/Vistage chapter), active cohort size, community software (Circle, Slack), and facilitation bottlenecks. Choose your preferred channel:
Finalise The Deal
Our dedicated project manager reviews your session calendars, executes strict NDAs and confidentiality charters, aligns on dossier templates and tech production SLAs, and finalises details.
Expert Execution
Your project manager takes full charge of operations, getting pre-meeting surveys circulated, live rooms co-hosted, hot-seat dossiers assembled, and accountability nudges dispatched via vetted specialists.
Pay Only For Output
We log and charge exclusively for the virtual assistant's actual working hours. Your dedicated project manager's supervision is completely free.
Traditional Freelancing vs. The Smart Choice
Why Mastermind Leaders, Executive Coaches, and Forum Chairs choose SageDoer over generic freelance portals.
| Operational Metric | Traditional Platforms Upwork / Fiverr / Freelancers |
THE SMART CHOICE
SageDoer Managed
|
|---|---|---|
| Platform & Management Fees |
Up to 40% hidden
Heavy bidding fees, markups & memberships
|
0% Hidden Fees
Pay strictly for hours worked. Zero extra markups.
|
| Daily Team Management |
Heavy Facilitator Burden
You must train, micromanage, and inspect every agenda yourself
|
Dedicated Project Manager
Your single point of contact oversees cohort schedules & QA
|
| Quality Assurance & Accuracy |
Reputation Risk
Missed time zones, Zoom tech glitches in front of premium executives
|
Dual-Layer Verification
Trained in meeting tech production, dossier formatting, and executive tone
|
| Hiring & Deployment Speed |
3-6 Weeks Wasted
Screening candidates while your mastermind launch date looms
|
Instant Delegation
Deploy ready-to-work mastermind operations VAs within 24-48 hours
|
| Confidentiality & Data Privacy |
Dangerous Exposure
Unenforceable overseas accounts with access to member financials & P&Ls
|
Institutional Security
Strict bilateral NDAs, encrypted credential vaults & isolated workspaces
|
| Staff Turnover & Redundancy |
Live Session Freeze
Freelancer ghosts? No one is there to manage breakout rooms or notes
|
Zero-Downtime Backup
Immediate replacement trained on your mastermind's SOPs by our PM
|
Predictable Pricing. 0% Hidden Fees.
Slash peer group operational overhead by up to 70% compared to local executive assistants ($58k+ base plus benefits). Pay strictly for productive work hours with guaranteed complimentary project management.
Targeted Mastermind Support
Ideal for independent facilitators running 1 to 3 active cohorts needing session prep, live Zoom production, and commitment logging.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision & QA audits
- Zero setup or onboarding fees
- No monthly membership charges
- Centralised weekly time tracking
Complete Peer Network Command
An embedded operational wing managing multi-cohort schedules, hot-seat briefing dossiers, guest speaker bookings, retreat logistics, and Circle portals.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision & QA audits
- Zero setup or onboarding fees
- No monthly membership charges
- Instant, seamless backup staff replacement
Trusted by Executive Forum Chairs, Mastermind Founders & Community Leaders
Real feedback from professional facilitators who unlocked 100% on-time, seamless cohort operations with SageDoer.
"Running 4 CEO advisory boards was taking 20 hours a week in pure administrative busywork. Our SageDoer assistant circulates pre-session briefing forms, formats hot-seat dossiers in Notion, and tracks between-meeting commitments in Airtable. Our member retention jumped to 96%."
"Having a free dedicated Project Manager who reviews briefing dossiers and checks Miro boards before every session is a lifesaver. She ensures that confidential Chatham House Rule protocols are strictly upheld. My members think I have a $75k full-time team."
"During live 3-hour forum meetings, trying to facilitate deep discussions while managing breakout rooms and timers was impossible. Our VA acts as the invisible Zoom producer—handling spotlights, timers, and Slack prompts flawlessly."
"We were paying $28/hour locally for an assistant who constantly dropped calendar links across US and European time zones. At $6/hour full-time, our SageDoer assistant coordinates 6 mastermind cohorts, books guest luminaries, and organizes our annual retreat."
"Running 4 CEO advisory boards was taking 20 hours a week in pure administrative busywork. Our SageDoer assistant circulates pre-session briefing forms, formats hot-seat dossiers in Notion, and tracks between-meeting commitments in Airtable. Our member retention jumped to 96%."
"Having a free dedicated Project Manager who reviews briefing dossiers and checks Miro boards before every session is a lifesaver. She ensures that confidential Chatham House Rule protocols are strictly upheld. My members think I have a $75k full-time team."
"During live 3-hour forum meetings, trying to facilitate deep discussions while managing breakout rooms and timers was impossible. Our VA acts as the invisible Zoom producer—handling spotlights, timers, and Slack prompts flawlessly."
"We were paying $28/hour locally for an assistant who constantly dropped calendar links across US and European time zones. At $6/hour full-time, our SageDoer assistant coordinates 6 mastermind cohorts, books guest luminaries, and organizes our annual retreat."
Frequently Asked Questions About Peer Group VAs
Everything you need to know about executive confidentiality, live meeting tech production, accountability tracking, and dedicated project manager supervision.
Elevate Your Peer Group Operations Today
Tell us about your mastermind or peer advisory network, active cohort count, and administrative bottlenecks. Our dedicated project manager will review your setup and outline a custom staffing plan within 4 hours.
Submit Your Peer Group Requirements
Fill out the brief form below and our dedicated project manager will respond within 4 hours.