Best AI Assistant for Meetings to Boost Productivity in 2025
Eugene Suslov01 Jun 2025
Quick question.
Would you rather spend 15 minutes coordinating a six-person meeting or have an AI assistant do the heavy lifting for you?
Did you say you’d rather use an AI meeting assistant?
Good answer!
It’s 2025. AI is here. Everyone (okay, at least 78%) is hopping on the bandwagon. And so should you.
In case you’re curious what AI-powered meeting assistants are, we’ll tell you in the sections below.
We’ll even throw in 8 top-rated AI assistants to get you started on a smarter, faster way to run meetings.
Heard about AI meeting assistants, but don’t know how to pinpoint one that serves your needs? Don’t fret. We’ll give you pointers.
In this post, we cover all you need to know about AI meeting software, from scheduling bots to note-takers and everything in between.
Let’s start by making sure we’re on the same page.
What is an AI meeting assistant?
An AI meeting assistant is software that helps manage tasks before, during, and after meetings. Here’s a quick look at what an AI meeting assistant can actually do for you—before, during, and after a meeting:
It can schedule calls, send reminders, transcribe conversations, summarize discussions, and highlight action items.
Some assistants can connect with video conferencing apps and calendars to track what was said and who said it.
Others offer keyword searches, speaker labels, and auto-generated notes. So, instead of manually reviewing recordings, quickly peruse summaries or search transcripts.
To top it all off, AI assistants help you capture important points, follow up accurately, and, to a large extent, automate your meetings.
Now that you know what they are, let’s talk about why they’ve become must-have tools this year.
Why are AI assistant for teams meetings essential in 2025?
The traditional way of conducting meetings is fast fading into oblivion. You no longer need to scribble notes, replay hour-long recordings, or chase down decisions.
Here’s why an AI-powered assistant should be part of how you plan and run meetings.
Manual meeting tasks no longer keep up
Meetings have changed.
Conversations now happen across multiple platforms and involve more people. As a result, manual note-taking, task tracking, and follow-up reminders have fallen behind.
It’s easy to forget what was said or lose important decisions in long calls. AI meeting assistants help reduce those gaps by capturing everything in real time.
Automatic transcription improves accuracy
AI can transcribe meetings as they happen.
That way, you don’t have to guess what was said later. You only need to review who said what. Some AI meeting assistants come with search functions to help locate exact phrases or decisions.
Meanwhile, summaries cut down the need to listen to full recordings. This improves follow-through and reduces time spent writing notes.
Meetings can pile up fast
Meetings are commonplace these days, thanks to the rise of remote work.
On the flip side, few have time to watch hour-long replays in a busy week, though. AI assistants can help you cut through the clutter. Some tools generate short recaps, while others create links to the highlights of the meeting, enabling you to review only what matters.
Compliance and documentation needs are growing
In regulated industries, keeping clear meeting records is no longer optional.
However, you can use AI meeting assistants to create searchable transcripts that meet audit and compliance needs. These provide a reliable way to show who said what, and when decisions were made.
AI that actually fills your calendar
Don’t just generate leads — convert them into meetings with Jason AI SDR.
When meetings happen across tools like Zoom, Google Meet, and email, updates can easily fall through the cracks.
AI meeting assistants collect decisions and task assignments in one place. This allows you to keep track of what needs to be done after each call, thereby reducing the need for repeat conversations.
Here’s why teams everywhere are making AI assistants part of their daily workflow:
Reason
Benefit
Less manual note-taking
Stay engaged during meetings
Faster follow-up on tasks
Keep momentum between meetings
Fewer missed details
Capture everything accurately
Easier cross-team coordination
Share updates in one place
Stronger documentation
Stay compliant and organized
Not all AI assistants are created equal. Here’s how to spot the ones that’ll actually make your meetings better.
What features should you look for?
AI meeting assistants differ in how much they automate. The good ones make it easier to move from meeting to action.
That said, here’s what you should look for in an AI meeting assistant.
Real-time transcription
Transcription during the call generates a written record as people speak.
And because the software labels speakers, it’s easier to tell who said what. That way, attendees can quickly scroll through the text to find decisions or comments.
Also, look for an AI assistant for Zoom and Google Meet meetings that can email the script to attendees. Alternatively, choose one with a centralized dashboard or that connects with your project app.
Summarization
Any AI assistant worth your attention should turn a long meeting into a short, structured summary. Summarization saves hours you’d have otherwise spent digging through transcripts. They also make it easy to skim decisions and discussion points.
If a team member misses the meeting, they can read the summary to get up to speed. This also reduces repeat questions. Some tools can even break summaries into topic sections, making follow-up easier.
Search function
Meetings often move fast, and important moments can get buried in hours of discussion. A search bar solves that problem. Look for a tool that allows you to type in a word or phrase and jump straight to the moment it was said.
The search function works well when checking for agreement, follow-up, or project references. It also makes it easier to resolve misunderstandings. There is no need to scroll through full transcripts or rewatch recordings.
Task detection
Some assistants can spot when someone agrees to take action. They log the task, tag the person, and group it under the right topic. That way, users get a clean task list once the meeting ends.
This feature eliminates the need to rewatch calls or review transcripts to locate action items. It also helps reduce the chance of missed assignments or vague to-dos.
Calendar and platform sync
AI meeting assistants often connect with Google Calendar, Outlook, or Zoom. Once linked, they can auto-join scheduled calls, pull in titles and invitee lists, and store outputs in a central location.
That way, users avoid extra steps, such as uploading recordings or copying notes manually. Everything gets stored where people already manage their schedules.
Not sure which features to prioritize? Here’s a simple checklist to help you choose the right assistant.
Feature
Why it matters
Real-time transcription
Captures what’s said as it happens
Summarization
Saves time, helps track key points
Search function
Lets you find important moments instantly
Task detection
Auto-creates actionable to-dos
Calendar/platform sync
Keeps everything connected and seamless
You know what to look for—now, let’s check out the top tools that deliver.
What are the best AI meeting assistants in 2025?
Out with the basics, in with the nitty gritty. Let’s now go over the top AI meeting assistants and what makes them tick.
Jason AI SDR (not exactly an AI meeting assistant)
Jason AI SDR earns a spot in this list for one reason—its ability to make meetings happen.
Jason books meetings straight into your calendar with minimal manual effort. Think of it as an outbound SDR that works around the clock to keep your calendar full.
It starts by using live data from over a billion global sources to identify potential buyers. The massive database gives Jason a wide reach when it comes to finding qualified leads.
Once targets are locked in, two things follow.
One, Jason reaches out through email, LinkedIn, and phone to spark conversations. Two, it gets meetings on your calendar.
Jason also personalizes outreach. It pulls details from job history, company data, browsing behavior, and your internal playbooks.
Then, it adapts tone, timing, and message content to match each prospect. As a result, you can run personalized campaigns at scale without having to write every message yourself.
It doesn’t stop there. Jason replies, follows up, and schedules meetings based on your availability. If a prospect wants to reschedule or has a question, Jason responds using your preferred inputs. That turns a full-time task into something you review and approve.
You can also scan for intent signals—such as hiring activity or tech stack changes—to find prospects likely to engage. Or upload your own account lists for custom targeting.
Jason connects with Google Calendar to schedule meetings in real time. It avoids conflicts, adjusts for time zones, and confirms each slot once booked.
If you’re looking for an AI assistant that fills your calendar instead, Jason AI SDR is your go-to solution.
Jason AI SDR pros:
Real-time meeting booking
Scaled personalized outreach
Multichannel prospecting
Intent-based targeting
Auto replies + reschedules
Jason AI SDR cons:
No meeting summaries
Setup requires input
Jason AI SDR pricing:
AI SDR Starter—$300
AI SDR Growth—$1,500
AI SDR Enterprise—contact sales for pricing
AI that gets you meetings, not just leads
Experience how Jason AI SDR can take your scheduling game to the next level.
Otter.ai automates the most time-consuming parts of meetings.
First, it automatically joins Zoom, Google Meet, and Microsoft Teams calls. Then, it records, transcribes, and summarizes what was said. With Otter in the meeting, attendees don’t need to take notes. Instead, they can follow the transcript live or review it afterward.
Otter can also summarize hour-long meetings. The summaries make it easier to follow through on what was agreed during the call.
Otter.ai also lets users ask questions about past meetings. It can generate follow-up emails and status updates, saving time you’d otherwise spend searching through transcripts.
And because Otter sends summaries and action items to Slack, email, and CRMs, updates reach others right after the meeting ends.
Otter works in different settings.
Sales reps, for instance, can use it to pull insights from call transcripts and send follow-ups. Recruiters, on the other hand, can use it to review summaries from interviews. Meanwhile, educators can get real-time captions and searchable notes for lectures and discussions.
Otter.ai pros:
Auto-joins meetings
Real-time transcription
Allows CRM and Slack sharing
Otter.aicons:
No call recording
Limited calendar features
AI chat is still basic
Otter.ai pricing:
Basic—Free but with limited features
Pro—$8.33 per use per month
Business—$20 per user per month
Enterprise—contact sales
Fireflies.ai
Once added to a Zoom, Google Meet, or Microsoft Teams call, Fireflies.ai can do a couple of things.
It can create transcripts and detailed summaries that include action items, bullet points, and custom notes. Fireflies can also transcribe audio and video files or record in-person conversations through the mobile app.
That said, Fireflies is a good AI meeting assistant for in-person meetings if you want a tool that allows you to revisit past meetings.
It comes with an AI-powered search function that allows you to jump to the exact sentence or topic from any past call. You can also ask Fred, Fireflies’ AI, to review meeting content and answer questions about what was discussed.
The software also tracks the duration of each person’s speech and the topics that arose. That way, you can sort meetings by sentiment, subject, or speaker to review patterns and identify common themes.
Fireflies.ai also integrates with Slack, Salesforce, HubSpot, and Trello. It can send meeting notes to channels or dashboards and create tasks based on what was said, saving time on follow-up.
Fireflies.ai pros:
Offers AI summaries
Has an AI-powered search
Task auto-creation
App and CRM integration
Fireflies.ai cons:
No call participation
AI responses are sometimes vague
Manual edits required
Can mislabel speakers
Limited offline features
Fireflies.ai pricing:
Free—Offer limited features
Pro—$10 per seat per month
Business—$19 per seat per month
Enterprise—$39 per seat per month
Sembly AI
If you’re looking for an AI meeting assistant that delivers detailed insights, structured follow-through, and searchable records, check out Sembly AI.
The tool can record, transcribe, and summarize meetings from various platforms, including Zoom, Google Meet, Microsoft Teams, and Webex. It also works with uploaded files and offline conversations, giving you more ways to document what was said.
After a meeting ends, Sembly produces summaries that include action items, decisions, and key insights. It then assigns tasks based on the discussion and tracks who’s responsible. The summaries are searchable, speaker-labeled, and available in over 45 languages.
In addition, Sembly’s AI can also answer questions about past meetings and suggest follow-ups. Plus, you can use it to generate content such as project briefs, sales pitches, or user stories. Or, chat with it to explore what was discussed, receive updates, or identify any missing details.
Furthermore, Sembly can review multiple meetings, identify repeated topics, and build detailed reports. That works well for sales, product, HR, finance, and leadership roles that require tracking progress or flagging concerns early.
And, as you’d expect with the best AI meeting assistants, Sembly can integrate with CRMs, project tools, and productivity apps to keep everything in sync.
Sembly AI pros:
Multi-platform recording
Task auto-assignment
Multi-meeting insights
45+ language support
Sembly AI cons:
No live captioning
Some reports feel generic
Cluttered interface
Limited mobile features
Sembly AI pricing:
Free limited version
Professional—$10 per user
Team—$20 per user
Enterprise—contact sales for pricing
Fathom
Fathom thrives on its ability to generate instant summaries, searchable content, and a quick way to share what happened in the meeting.
It can populate summaries within 30 seconds after the call ends.
Fathom also creates short recaps with action items and meeting highlights. Plus, you can integrate it with CRMs like Salesforce, HubSpot, and Close to sync meeting summaries and tasks automatically.
The software also lets you create short video clips from your calls. These clips are useful when sharing context in Slack or project tools. They show exactly what was said and when it was said.
It can even send summaries and action items to Gmail, Google Docs, Asana, Notion, or Todoist.
Fathom does more than note-taking, though. You can ask it questions, generate follow-ups, or search past conversations. The AI then reviews your questions and replies with answers or suggestions.
What’s more, Fathom is multilingual. It can translate summaries into over 25 languages, which makes it useful for global meetings.
One more thing—Fathom is compatible with Zoom, Google Meet, and Microsoft Teams.
Fathom pros:
Instant meeting summaries
Clip-based sharing
AI follow-up prompts
Fathom cons:
No offline recording
Clip editing limited
No native mobile app
Fathom pricing:
Free version with limited capabilities
Premium—$15 per user per month
Team Edition—$19 per user per month
Team Edition Pro—$29 per user per month
Avoma
Avoma is one of the best AI meeting assistants if you’re looking for a solution that provides pipeline insight.
It’s also a good pick to help you automate note-taking, streamline scheduling, and gain better visibility into customer conversations.
As a meeting assistant, Avoma records, transcribes, and summarizes calls held on Zoom, Google Meet, or Microsoft Teams.
After each call, it creates structured notes with key moments, follow-up items, and CRM updates. These notes are organized into labeled sections called Smart Chapters. You can use the notes to find specific parts of the conversation easily.
During live calls, Avoma can act as a real-time assistant. It generates responses to objections and provides input based on sales data and conversational patterns. The platform also tracks who spoke, for how long, and what topics came up.
In addition, it can book meetings, qualify leads, and assign them to the right rep using custom rules. This works for both inbound and outbound meeting flows.
For sales leaders, Avoma provides insights into deal health, churn risk, and pipeline movement. Lastly, it tracks conversation trends and ties them back to outcomes.
Avoma pros:
Built-in scheduler
Real-time objection handling
Deal risk tracking
Avoma cons:
Some users report a steep learning curve
Avoma pricing:
Startup—$19 per seat per month
Organization—$29 per seat per month
Enterprise—$39 per seat per month
Conversation Intelligence—$29 per seat per month
tl;dv
Wrapping up our collection of the best AI meeting assistants is tl;dv, a multilingual AI note-taker for Zoom, Google Meet, and Microsoft Teams.
It records meetings, transcribes conversations, and delivers summaries in over 30 languages. This makes tl;dv ideal for cross-border operations.
Unlike most AI meeting assistants, tl;dv can track competitor mentions, product feedback, and customer objections. It then delivers a weekly report to your inbox. These reports can come in handy if you want a 360-degree view of what’s happening in sales, support, or research calls.
The AI also drafts follow-up emails and logs meeting notes into your CRM automatically. It records deals, action items, and outcomes, then lets you review and send with a single click.
tl;dv includes coaching tools too. It analyzes calls, monitors playbook adherence, and pulls clips to train new reps.
You can also ask tl;dv questions about past meetings. The AI scans conversations and responds with answers or common trends, so you won’t waste time canvasing through transcripts.
tl;dv pros:
Multilingual support
Weekly AI insights
Sales coaching tools
tl;dv cons:
Some users report recording issues
tl;dv pricing:
Pro plan—$18 per seat per month
Business—$39 per seat per month
Enterprise—contact tl;dv for pricing
With so many options, how do you choose? Let’s break down how these tools stack up.
How do they compare?
The AI meeting assistants above differ in terms of their capabilities and best use cases.
We handpicked the best AI meetings assistants on this list based on:
The assistant’s features
Pricing
Scalability
The ability to offer more than just taking notes and summarizing meetings
User reviews and ratings on platforms like G2 and Capterra
Simply put, we ensured that every assistant on this list can help save time, reducing meeting fatigue and follow-through after every call.
Every team’s different. Let’s figure out which virtual AI assistant will work best for yours.
Which one is right for your team?
The right AI meeting assistant depends on what you need to get done and how much you’re willing to spend.
If your main goal is to book more calls, choose a tool that automates outreach and scheduling. Likewise, if your workload involves reviewing past discussions, go for one that creates transcripts and summaries.
You’re better off with an AI meeting assistant that integrates with your CRM and calendar to reduce manual entry. You may also want to consider if the software can generate recaps or follow-ups right after a call.
In addition, think about how often you meet, what must be tracked, and who needs access to the output.
Hold up—before you dive in, there are a few things you’ll want to keep in mind.
What to consider before using an AI meeting assistant?
Before adding an AI assistant tool to your workflow, ask yourself whether you need one.
Sure, assistants can reduce the burden of note-taking and follow-up.
However, it makes the most business sense if you’re experiencing the following:
You’re spending too much time reviewing meeting recordings
Do you often rewind, pause, and scan long calls to find a single decision or comment? Then you’re wasting time that could go elsewhere.
Get an AI meeting assistant to transcribe and summarize meetings. That way, you can search and skim instead of rewatching everything.
Tasks and decisions are falling through the cracks
Meetings can lead to action items, but when nobody logs them, you can miss important tasks.
If you’re seeing repeated conversations or unclear next steps, it’s a sign that your system isn’t working. In such a scenario, you could use the help of an AI assistant to extract to-dos and identify who agreed to what.
Note-taking is getting in the way of engagement
Do you find yourself distracted during calls because you’re trying to type everything out? Splitting your attention lowers the quality of your notes and your participation. With a meeting assistant, however, you can focus on the conversation and check back on the details later.
Meeting load has increased sharply
A packed calendar means less time to follow through. When you’re bouncing from call to call, it’s easy to forget what happened an hour ago.
AI tools can organize transcripts, summaries, and task lists, giving you breathing room between meetings.
You work across time zones or locations
In remote setups, meeting notes often become the single source of truth. AI assistants make it easier to generate, share, and reference those notes later.
Your role requires strong documentation
If you work in healthcare, legal, finance, or sales, you may need a record of who said what and when. AI-generated transcripts can help you meet that requirement, especially when accuracy and timing matter.
We’ve covered a lot. Here’s what really matters when picking your AI meeting assistant.
Final thoughts
Managing back-to-back calls, scattered action items, or growing documentation demands can be a time suck. But it doesn’t have to be that way. With an AI meeting assistant, you can automate note-taking, organize follow-ups, and keep track of decisions.
Before you go, here’s a final cheat sheet to picking the right tool:
Goal
Best type of AI assistant
Fill your calendar with booked meetings
Scheduling-focused (Jason AI SDR)
Get transcripts and summaries
Note-taking and summarization tools
Search old discussions fast
Assistants with strong search
Track action items across meetings
Task detection and CRM integrations
Help sales teams close more deals
Sales-focused assistants (Avoma)
Build searchable video libraries
Async-friendly tools (Rewatch)
Support global or multilingual teams
Tools with translation (tl;dv)
And if your bigger problem is getting those meetings booked in the first place, it’s time to add Jason AI SDR to your tech stack.
Jason can find leads, reach out, and schedule calls straight to your calendar.
