For training companies with programs to deliver

Virtual assistants for corporate training companies

Give facilitators a prepared session and clients a clear next update. An assistant can coordinate rosters, materials and program administration. Knows The Drill recruits and prepares your assistant for your training business's agreed workflow before handoff.

Find your assistant

Keep the client program organized between the sessions.

The client sends a revised participant list. A facilitator needs the final schedule. The attendance file is back, but the account manager is waiting for a review before sending the completion summary. Each handoff needs its own status.

An assistant can maintain the program record across the client contact, facilitator and your account team. Your training professionals lead the learning and decide what the records demonstrate.

The work to hand off

Give each client cohort a clear preparation and follow-up path.

Coordinate cohort setup

Gather the client contact, participant roster, schedule and access requirements. Track missing fields and changes against the current program record.

What you get back: A cohort setup sheet with participants and open inputs

Prepare session logistics

Arrange calendar invitations, distribute approved joining details and assemble the material the facilitator selects. Flag missing confirmations or scheduling conflicts.

What you get back: A session packet ready for the facilitator and client contact

Organize attendance and follow-up

Collect attendance records and feedback through your agreed process. Prepare the administrative summary and route completion or assessment questions to the program owner.

What you get back: A participant record with source data and review status

Prepare program billing inputs

Gather agreed session references, delivered-session confirmations and supporting records for the account or finance team. Keep scope changes visible for review.

What you get back: An organized billing packet linked to the client program

Illustrative workflow

Move a client cohort from roster to reviewed follow-up

Use this example to decide which records an assistant prepares and which conclusions your training team owns.

Set up

Assistant preparesCollect the client roster, schedule and required participant fields.

Your program team decidesThe program scope and who should attend.

Prepare

Assistant preparesAssemble joining instructions and approved session materials.

Your program team decidesThe content, facilitation plan and readiness to deliver.

Collect records

Assistant preparesGather the facilitator's attendance record and participant responses.

Your program team decidesHow attendance, assessment or other criteria are evaluated.

Prepare follow-up

Assistant preparesDraft the agreed administrative summary and list unresolved records.

Your program team decidesThe final completion status and client-facing conclusions.

Illustrative example — not a client record

A client cohort follow-up sheet

Use this example to separate the administrative record from the program team's completion decision.

Program: Example entryClient manager-development cohort, session two.; What to provide or checkIdentify the cohort and session.
Roster: Example entryCurrent client roster saved; one participant name correction is pending.; What to provide or checkKeep the working participant list identifiable.
Attendance source: Example entryFacilitator's session attendance file received.; What to provide or checkRecord the source of the attendance information.
Review status: Example entryProgram lead has not yet reviewed completion records.; What to provide or checkDistinguish received data from a program decision.
Next action: Example entryAssistant resolves the name correction and prepares the summary for the program lead.; What to provide or checkName the work that makes the record ready to review.

Ready to hand over when: The cohort, roster exception, attendance source and review owner are recorded without assigning an unsupported completion status.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Where would an assistant help your training business?

A useful fit when

Your team repeatedly coordinates rosters, invitations and session materials.
Attendance records and client follow-up need a consistent owner after delivery.

Discuss the setup first

You need an instructor, curriculum designer or assessor.
Clients expect the assistant to make judgments about completion, certification or learning outcomes.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Program decisions stay with your training professionals.

An assistant can keep the administrative side of a cohort current without making judgments about learning or professional qualification.

Curriculum, instruction, assessment and conclusions about learning remain with your program team.
Attendance records do not automatically establish completion or certification; your authorized reviewer applies the program criteria.
Participant data, client communications and platform actions follow the access and approval rules agreed for the role.

Show us one program from booking to follow-up.

01A typical client roster, program schedule and session preparation checklist.
02The materials and messages participants should receive at each stage.
03Your definitions for attendance, completion and records awaiting review.
04The owners for facilitation, client changes, billing and platform access.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant coordinate several client cohorts?: Yes, when the workload and systems fit the role. Define a common record for each cohort and a priority owner for competing session deadlines. Bring a sample schedule so we can discuss the actual coordination load.
Can they work in our learning management system?: Tell us the platform and the actions you need, such as enrollment updates or record exports. We assess the skills, access and preparation during matching. Administrative access does not automatically include authority to assess or certify learners.
Can they send completion certificates?: Document preparation or distribution may fit your process after the authorized program owner confirms eligibility. The assistant does not decide completion from attendance alone. Explain your criteria and release rules when scoping the role.
Can they help facilitators prepare for sessions?: Yes. They can gather rosters, arrange briefings, organize approved materials and track logistical questions. The facilitator or program lead owns the content and delivery plan.
How is this different from an assistant for a coach?: Corporate training usually involves client cohorts, facilitators, rosters and program records across several sessions. Coaching support may focus on an individual practitioner's appointments and client follow-up. We match the role to the way your business delivers its work.

Give the next cohort a well-prepared start.

Bring us the roster changes, session preparation and follow-up your team handles repeatedly. We will help define an assistant role around your program's administrative handoffs.

Find your assistant

A different kind of business?

Explore other ways to organize the work around your team.

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