Create Unforgettable Experiences: Event Planning Virtual Assistant for Hospitality Leaders
Get an EU-based event planning virtual assistant who handles CEO and founder responsibilities – email management, vendor relations, business operations – while understanding your event requirements, guest expectations, and hospitality standards that come with running an events company.
The Hidden Experience Killer Every Event Leader Faces
You entered the events business to create memorable experiences and bring people together. But scaling brought a harsh lesson: your attention to detail that makes events magical also makes running the business exhausting. Your creative energy gets consumed by vendor negotiations instead of experience design. Important client relationships suffer because you’re buried in logistics spreadsheets until midnight.
The Reality: Most event leaders are losing 60+ hours monthly to administrative tasks that don’t create experiences, win clients, or build your reputation.
The Solution: An event planning virtual assistant who handles your CEO workload while understanding your vendor networks, event timelines, and hospitality standards.
Turn Administrative Time Into Building Time:
- Reclaim 60+ Hours Monthly for creative planning and client relationships
- Never Miss Another Proposal Deadline with organized vendor coordination
- Keep Clients Thrilled with attentive, professional communication
- Scale Personal Life Too with comprehensive personal admin support
- Understand Event Rhythms without explaining why wedding season is chaos
The best part?
You don’t need to explain what BEOs, room blocks, or load-in schedules mean. They already speak events.
Let’s talk about how we can transform your operational chaos into strategic clarity.
Stop Losing Experiences to Administrative Chaos: Get Your Time Back to Create
If you want to move your events company forward, a five-dollar-per-hour VA who just sends calendar invites isn’t going to cut it.
You need somebody who becomes your complete operational partner-handling everything from vendor coordination to client communications to personal life management.
To deliver that level of support, our partnership follows a proven phased approach that builds trust and delivers value from day one:
Phase 1:
Observation & Quick Wins
Your EA starts by understanding your complete operational ecosystem. They'll shadow your email management, meeting coordination, and personal calendar while also learning your vendor relationships, client communication style, and event planning workflows. The first goal is to identify immediate bottlenecks across ALL areas and provide instant relief.
Phase 2:
Systematizing Your Operations
Your EA builds comprehensive SOPs covering both executive and event operations. They'll document everything from proposal preparation and travel planning to vendor coordination workflows and post-event follow-up sequences, creating scalable systems across your entire leadership role.
Phase 3:
Proactive Management & Strategic Support
With systems in place, your EA becomes truly proactive. They'll prep your client proposals while coordinating vendor contracts, manage your personal travel while tracking event timelines, ensuring all aspects of your CEO and operational responsibilities run seamlessly.
Phase 4:
Full Operational Ownership
Your EA takes complete ownership of your operational ecosystem. You can focus entirely on experience design and client relationships while they handle everything from vendor communications and timeline coordination to supplier management and conference logistics.
Why Event Leaders Choose DonnaPro's Elite Executive Assistants
We only work with CEOs and founders, and we know how selective you are. That’s exactly why we only hire the top 1% of executive assistants in Europe.
These assistants are problem solvers by nature. When inevitable event day crises arise, they’ll know how to keep everything flowing smoothly.
Because of this, CEOs and founders trust them with a wide range of responsibilities. In fact, more than 50 different types of tasks are regularly delegated to our assistants, from email management and vendor relations to personal errands, project management, and much more.
Within that broad scope, certain tasks stand out for specific types of entrepreneurs. For event leaders in particular, the ones that bring the biggest leverage are:
- Vendor Relationship Excellence: Coordinate with caterers, venues, and service providers, managing contracts and communication so you can focus on creative design
- Client Experience Management: Handle client communications, coordinate event timelines, and manage ongoing relationships while preserving your personal touch
- Event Logistics Coordination: Manage guest lists, coordinate schedules, and handle operational aspects of event delivery so you can focus on the big picture
- Executive Travel: Handle all logistics so you can focus on hospitality trade shows, venue tours, and industry networking
- Personal Life Management: Maintain work-life balance while creating magic-because exhausted planners don't create extraordinary experiences
Want to explore all the ways an EA can support your growth? Visit our complete services page to see the full scope of what’s possible.
Result: You focus on creating extraordinary experiences while your event planning virtual assistant ensures flawless execution and professional vendor relationships.
What Makes Our Virtual Executive Assistants Your Highest ROI Driving Team Member?
Donna saves you up to 60 hours per month
Count on saving up to 60 hours monthly with our virtual executive assistants, backed by unparalleled expert teams.
Donna is married to AI tools
Our executive assistants are real people. Real people who master AI tools and are therefore effective as squirrel hoarding nuts for winter.
Donna serves only CEO’s and founders
Executive assistance tailored only for CEO’s & founders. Not for freelancers, not for teams… for YOU.
Donna is remote
Say goodbye to concerns about office space, payroll taxes, equipment costs, and administrative burdens. Our fully remote team handles everything seamlessly - even ordering the perfect cup of coffee for you.
Donna is safe & secure
DonnaPro’s EA’s follow strict confidentiality protocols and are GDPR compliant. Every assistant is rigorously vetted, and security measures are formalized in every agreement. Think of our security like a high-tech vault—reinforced walls, locked tight, with access granted only to those you trust.
Donna is from the European Union
Our entire team is proudly based in the European Union, but our virtual assistant services know no borders. Whether you’re in Italy, Sweden, Germany, or currently living in Asia or Africa, we’d love to meet you.
Donna is not “pushing for the ring”
While most similar companies lock you into a 3-month contract, we differ. Enjoy our zero-commitment policy for the first 60 days and see the difference for yourself.
Donna masters your industry
Yes, your business is indeed unique. However, we've worked across 110+ industries and are confident we can help you, too.
*No Commitment for the first 2 months. Zero Risk.
Real Results from European CEOs & Leaders
How An Event Planning Virtual Assistant Helps Leaders Scale
Claim Your Free Strategy Session
Book your no-obligation strategy call here where we'll discuss your specific event business challenges and explore how an EA could transform your daily operations.
Get Matched with Your Donna
We connect you with a pre-vetted EA who has the skills to thrive in your world.
Seamless Onboarding
Your EA integrates into your workflow, backed by our internal playbooks and support team.
Reclaim Your Time
Start delegating from day one and focus on what you do best—creating unforgettable experiences.
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FAQs About Event Planning Virtual Assistant Services for Leaders
Is this just for event planning tasks, or do you handle everything?
Your DonnaPro event planning virtual assistant becomes your complete executive partner. While they understand event operations, they primarily handle your CEO responsibilities: email management, calendar coordination, vendor relations, project management, personal tasks, and strategic admin. The event planning knowledge is just one part of their comprehensive support – they’re executive assistants for CEOs who happen to run event businesses.
Can my EA manage both my event business AND personal life?
Absolutely. Our EAs handle everything from scheduling your client consultations and managing your inbox to booking personal travel and organizing family events. They’re trained to seamlessly switch between business-critical tasks and personal administration.
How is this different from hiring an event coordinator?
DonnaPro is a European virtual assistant agency that exclusively serves event leaders and hospitality executives, offering executive support beyond vendor management. While other services focus on catering coordination or venue booking, we handle your complete business operations – from client communications and timeline management to personal life balance – while understanding event seasons and hospitality standards.
What if I need help with things outside of event planning?
That’s exactly what we do. Your EA handles vendor relations, business development, team coordination, content logistics, market research, travel planning, and personal administration. Event planning knowledge is just one tool in their comprehensive skill set.
Do they understand both the business side AND the client expectations in hospitality?
Yes. They’re trained in executive support fundamentals (email management, meeting coordination, business operations) AND event business practices. They understand client communication standards, vendor coordination requirements, and professional expectations in the hospitality industry. This dual competency means they can coordinate your client consultation in the morning and manage your vendor meeting in the afternoon.
What's the ROI of hiring DonnaPro for my event business?
Most event leaders report improved client satisfaction, better vendor relationships, and reduced administrative burden that enables deeper focus on creative event design and business development. This typically translates to more successful events and stronger client retention. The investment pays for itself through enhanced operational efficiency and improved client experiences.
