EXECUTIVE OPERATIONS PARTNERSHIP
House of Virtua Mind partners with established wedding and event brands to design, manage, and maintain the operational infrastructure behind their businesses.
We oversee communication flow, systems, timelines, and execution with consistency and discretion, ensuring the backend supports growth rather than slowing it down. Our role is to bring clarity to complexity and structure to fast-moving creative environments.
Founders work with us when they are ready to step out of daily operational decisions and into focused leadership.
Operational Leadership for Wedding and Event Brands Built to Scale
HOW THE HOUSE OPERATES
Our work is led by experienced operators who understand how decisions, systems, and timing impact the business as a whole. We do not simply execute tasks. We take responsibility for how the backend functions and evolves.
We operate comfortably in fast-moving environments where timelines shift and expectations are high. Our systems are designed to move quickly without sacrificing accuracy, clarity, or follow-through.
We work exclusively with wedding and event brands, which means we understand the workflows, pressure points, and seasonal demands of this industry. Integration is seamless because the context is already built in.
This structure allows us to support growth without disruption and maintain consistency even as volume increases.
OUR WORK PHILOSOPHY
Protect Your Time, Always
Make Your Life Easier
Put Your Clients First
Find the Gaps, Propose Informed Solutions
Our main goals as your (virtual) executive assistants are to find ways to make your business run smoother, revenue flow faster, and clients (and vendors) even happier. We see ourselves as extensions of your brand and whether we’re providing virtual assistance through inbox management, client communication, vendor coordination, mood board design, or invoice creation, we keep you and your clients at the forefront of everything we do for your wedding and event business.
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We believe, in order to do great work, we must provide services that we’re truly passionate about and experts at so we can show up for you in the way you need. We specialize in client and vendor services, back-end systems, and administrative support with an emphasis in design and industry-specific standards.
our expertise
As virtual assistants for executives in the wedding and event industry, we’ve honed in on our strengths and know exactly how to use it to help your business.
Delivering A Fabulous Client Experience
Building Impactful Vendor Relationships
Providing Comprehensive Back-End Support
Developing Thorough SOPs
Refining Workflows & Implementing Automations
Client Experience Asset Design Intensives
Every document, deck, email, and digital touchpoint is custom-designed to match your brand's aesthetic, tone, and messaging. Clients don’t just notice—they feel the difference. When your entire process feels aligned, professional, and beautiful, you create a brand experience that’s memorable, shareable, and worthy of referrals. It’s the kind of detail that sets you apart from competitors and keeps dream clients saying yes.
– Proposals & Sales Decks
– Service Guide
– Social Media Templates
– Email Marketing Templates
– Lead Magnet Design
– And more
Contact us for more information
Monthly Administrative Experience
This service is perfect for you if you’re looking for ongoing admin support with your wedding or event business. Each package is intentionally curated to your exact needs, and typically includes:
- Inbox management to facilitate vendor & client correspondence
- Guiding clients through inquiry, booking, post-booking and pre-event processes
- Custom email templates for your specific processes, services, and communication style
- Thoughtfully organizing your inbox with labels and automatic filters
- Preparing invoices, contracts, proposals, service + welcome guides, etc.
- Providing support with CRM systems: create & update client information + projects
- Assistance with creating design decks, mood boards, and event timelines
- Managing appointments, preparing agendas, and taking detailed meeting notes
- Sourcing rental items for events, coordinating with vendors & venues, and other day-to-day project management support
Services start at $1,150/month
Client Services Strategy + Consulting
Client Services Strategy + Consulting
If you’ve been feeling like your client’s experience with your brand isn’t as high-end as it could and should be, this service is your solution. Tailored for those seeking refinement in client services, our comprehensive offering includes:
- Workflow Mapping: Meticulously outline and refine your workflow from initiation to completion.
- Process Streamlining: Identify and eliminate unnecessary steps, reducing workload and enhancing efficiency.
- Strategic Collaboration: Engage in collaborative brainstorming to introduce innovative steps for an elevated client experience.
- SOP Development: Receive a fully built set of Standard Operating Procedures for seamless internal use.
INVESTMENT: $765
HOW IT WORKS
no. 01
Inquiry Questionnaire
After filling out the contact form on our site, we ask you to complete an inquiry questionnaire so we can get to know your business, goals, and pain points more thoroughly to better tailor our services for your exact needs.
no. 02
Discovery Call
You pick the day and time, we set up the meeting. This call allows us to dive deeper into your business while also giving you a sneak peek into what it's like working with House of Virtua Mind... we love these calls.
no. 03
The Onboarding Process
When you've decided to invest in your business and book our services, all the magic starts to unfold. You get a custom Welcome Packet, access to your Bespoke Client Project Management System, an Onboarding Questionnaire where we start to uncover all intricate nuances of your business, and the Onboarding Meeting where we present our step-by-step process for how we're going to provide you with the support you've been needing.
and then...
We're in Business
At this point, we. mean. business. We conduct an audit of your systems, processes, and clientele to fully immerse ourselves in your brand, then we’re full speed ahead.
OUR SERVICES ARE FOR YOU IF:
You’re not looking for someone to hand-hold, but you are looking for someone to hold you and themselves accountable
You need someone you can rely on to put out fires for you without you even knowing sh*t was going up in flames
You want a team that understands how important your client and vendor relationships are, and will do everything they can to build and nurture them with you
We’ll be your biggest cheerleaders when you land a dream project, and also your greatest partners when shit hits the fan. Whether you need us on the sidelines or the frontline, we’ll be there.
KindWords
Kind
Words
“The Monday after a holiday is one of those days when I would never have time to deal with my inbox or invoices — and it all goes so smoothly because of House of Virtua Mind!”
We have back to back holiday installs and literally no time to sit. Normally I would come home and feel terrible knowing I needed to get back to people but be too tired to actually do it, then it would get pushed and pushed and maybe never responded too because I was embarrassed how long it had taken me. Those days are over!! Wallflower’s cash flow is so much smoother because of the efficiency they help provide!!!
– Eleanor, Owner of Wallflower, Florists & Retail Shop
“I am so glad that we are working together. Hiring Virtua Mind was one of the best business decisions I’ve made this year and I am kicking myself for not having hired them sooner. “
I’m usually so overwhelmed with work that the admin side became extremely daunting to be honest. Their help with emails and inquiries is actually allowing me to spend time with my family in the evenings without having work on my mind. I literally feel physically lighter like a weight has been lifted.
– Raven, Owner of Raven Reed Luxury Beauty, HMUA
“I really appreciate Devan’s thoroughness, communication, and how she’s always taking the bull by the horns. She takes the lead without having to be asked and it’s so refreshing!”
I love that she is a self starter, a badass assistant, and always continues to make me so grateful to have found her. She’s helping me get all my admin sorted out which is so hard for my creative brain. I wish I found her when I started my business! She’s my right hand and makes my life so much less stressful. Such a huge relief to have this support!
– Debra, Owner of Hocus Crocus Florals & Event Design
READY TO MAKE
Get back your quality of life, take control of your business, and reignite your passion for work. Let us take away the stress around your admin work and elevate the hell out of your client experience.
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CEO Moves?
@HouseofVirtuaMind
If refined systems, elevated client experiences, and CEO-level operations matter to you, you belong here.
We share the behind-the-scenes thinking, operational standards, and strategic frameworks we use to support top-tier wedding and event brands. Consider this your invitation into how the House actually runs.
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