Handle a variety of tasks, including administrative duties, customer support, marketing, and technical aspects. Responsibilities include:
Event Planner Virtual Assistant Responsibilities
- Administrative Tasks
- Recording client notes in a CRM
- Sending contracts and reminders
- Creating digital folders for each client
- Developing and tracking client and vendor proposals
- Creating and managing budgets
- Managing guest lists
- Coordinating schedules
- Vendor and Venue Management
- Researching venues, caterers, decor suppliers, vendors, floral artists, performers, speakers, and musicians
- Gathering vendor information
- Negotiating with vendors to acquire the best rates
- Coordinating vendor contracts
- Booking venues
- Event Logistics and Coordination
- Organizing logistics and creating timelines and schedules
- Arranging catering services
- Overseeing all aspects of the event to ensure everything runs smoothly
- Planning travel itineraries
- Booking transportation, lodging, and flights
- Obtaining permits
- Organizing printing
- Sending invitations and thank-you notes
- Confirming mail is current and that you're mindful of any new requests or changes
- Setting up and tearing down events
- Decorating
- Testing lighting and audio equipment
- Providing on-the-day support to see it through from start to finish
- Communication and Customer Support
- Answering phones
- Managing communications with event sponsors, presenters, speakers, guests, etc.
- Responding to emails
- Providing information about company services
- Reaching out to previous clients
- Marketing and Promotion
- Developing marketing materials
- Creating a social media strategy for various platforms
- Scheduling social media content
- Monitoring social media analytics
- Preparing campaign content for email marketing
- Evaluating email marketing results
- Technical Tasks
- Setting up CRM tools
- Adding or updating portfolio
- Organizing blog posts
- Other Tasks
- Helping plan vacations
- Scheduling appointments and event
- Arranging for transportation
- Researching childcare options
- Setting up pet care services
Summary
A virtual assistant for event planners provides remote support throughout the event planning process. Their responsibilities include administrative, vendor/venue management, event logistics, communication/customer support, marketing, technical, and other tasks.
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About Us
Your Trusted Partner in Virtual Assistance. Streamline operations, boost productivity, and focus on what matters—while we handle the rest.
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Contact Info
- 415 800 3133
- support@thevastaff.com
- 100 National Ave San Bruno, CA 94066