Hire the Best Event Planning Virtual Assistants
Event planning can pull your focus from core administrative priorities. A virtual executive assistant orchestrates the moving parts—from logistics to research—freeing you to concentrate on high-impact strategy and ensuring every event runs smoothly, allowing you to lead with confidence.
Trained
Through a 4-week training program that covers everything from resume screening to calendar tetris
Confidential
All our Recruiting Coordinators follow strict confidentiality agreements and protocols
Experienced
Proven previous experience in the same or similar roles to minimize ramp time
SUPPORTING Executives at Fast-Growing Companies Get Things Done Faster
Streamline Event Planning: Empower Your Team with a Virtual Assistant
Today’s administrative leaders face immense pressure, orchestrating complex events while managing core operational demands. This intense multitasking is precisely why top executives are increasingly turning to remote EAs. A dedicated virtual partner absorbs the tactical minutiae of event coordination, freeing you to focus on high-level strategy and ensuring your key initiatives never lose momentum.
Your virtual assistant can manage vendor contracts, coordinate complex travel itineraries, and track budgets in real-time, saving you upwards of 10 hours per week. They become a seamless extension of your office, driving flawless execution for your next offsite or conference. At Viva, we go beyond placement by providing expert guidance on delegation, empowering you to maximize your new partner's impact from the very first day.
Tasks Your Administration Virtual Assistant Can Do
Coordinate Venue Bookings
Your EA will proactively coordinate all venue bookings, clearing your plate of logistical tasks so you can dedicate your energy to strategic business-building activities.
Manage Guest Invitations
Your EA streamlines guest invitations, from coordinating RSVPs to managing logistics, freeing you to focus on building key relationships and driving your vision forward.
Organize Event Logistics
Your EA handles all event logistics, from securing vendors to managing RSVPs, liberating your schedule to engage with key stakeholders and drive growth.
Prepare Event Materials
Your EA streamlines event preparation by crafting polished materials, allowing you to conserve your energy for high-impact conversations and strategic relationship-building.
Schedule Meetings And Calls
Let your EA orchestrate your entire schedule, seamlessly booking meetings and calls to protect your focus and amplify your impact on the business.
Handle Travel Arrangements
Let your dedicated EA orchestrate every travel detail, transforming a time-consuming task into a seamless experience that keeps your energy focused on strategic priorities.
Advantages of Hiring a Event Planning Virtual Executive Assistant
Navigating Logistical Complexity and Last-Minute Changes
Juggling vendor communications, tracking shipments for a trade show, and managing attendee lists creates a significant operational drain. When a keynote speaker cancels, the ripple effect can threaten the entire event's success. A college-educated Viva EA acts as your operational backbone. Coached specifically in event planning, they proactively manage these moving parts, from ensuring materials arrive on time to seamlessly rescheduling sessions. Their adaptability allows them to pivot instantly, ensuring flawless execution and protecting your time for strategic oversight.
Maximizing High-Stakes Event Interactions
Attending an industry dinner or webinar without deep context on other participants is a missed opportunity. Your Viva EA transforms these encounters by conducting detailed research on key guests and their companies, delivering concise briefs that arm you for high-impact conversations. This strategic preparation, driven by their business acumen, allows you to move beyond logistics and focus on building relationships that drive partnerships. It’s about turning every interaction into a measurable win, maximizing the event's ROI for the company.
How to Hire the Best Virtual Executive Assistants
Finding an executive assistant with specialized event planning skills is a major hurdle, and navigating the hiring process effectively is a challenge for any executive in Administration. Viva streamlines the entire experience.
- We handle the complete recruitment and vetting process, introducing you to perfectly matched candidates in under 24 hours so you can start delegating within a week.
- Your EA arrives fully prepared for executive-level event planning, thanks to our intensive training bootcamp and continuous, specialized coaching.
- We manage all operational details by providing your EA with the necessary equipment and handling all payroll and benefits, so you can focus purely on delegation.
Hiring Top Executive Assistants for Event Planning Made Simple
Frequently Asked Questions
An Event Planning executive assistant masterfully orchestrates every facet of your corporate events, from initial concept to flawless execution. This support frees you to concentrate on high-level strategy and key relationships, ensuring every event amplifies your company's goals and strengthens its brand.
A Viva EA delivers world-class event planning support at a fraction of the cost of a traditional hire, as our clients report. You'll also bypass the heavy overhead expenses tied to recruiting and management, ensuring your resources are focused purely on execution.
Our executive assistants are explicitly trained in event planning and possess the proactiveness and adaptability required to manage everything from team offsites to major trade shows. This allows you to offload complex logistics and focus entirely on the strategic goals of the event, ensuring your team delivers a flawless experience.
What our customers are saying
It has been so great having Maryfer’s [Viva Recruiting Coordinator] support with all recruitment & people ops stuff. It’s awesome that with all the automations she’s building, we now have a clear tracking system. It has been such a relief for me.
Having Silvi [Viva Recruiting Coordinator] has reduced my stress levels. Not only did she learn what I shared with her very quickly, but she is learning new things to share with me to make the process run so much smoother.
We lost candidates because communication was slow, and the scheduling process took too long. Since Kat [Viva Recruiting Coordinator] joined, we’ve had faster follow-ups have reduced candidate drop-off and improved their overall perception of the process.
May [Viva Recruiting Coordinator] created a custom ChatGPT model for recruitment coordination. I’ve been quite impressed. He’s clearly trying to master the role, understand it fully, and be autonomous.
Andrea [Viva Recruiting Coordinator] has been wonderful. She's sharp, responsive and has picked up my complex recruiting processes really fast. I literally don't know how I would have survived the last 3 weeks without her help.
Don’t wait until you miss a critical deadline to get the support you need
