EXECUTIVE ASSISTANCE + SYSTEM STRATEGY
We help luxury wedding + event brands refine business operations, build impactful relationships with vendors, and deliver a world-class client experience.
There are thousands of executive assistants. Here’s what makes us different:
House of Virtua Mind is led by a CEO with over seven years of administrative experience, including a background in luxury interior design. This unique experience equips us with an exceptional understanding of high-end client service, ensuring meticulous attention to detail and an ability to anticipate and fill gaps in service.
Unlike many virtual assistants, House of Virtua Mind operates at a higher caliber by excelling in both precision and speed. Understanding the fast-paced nature of the wedding and event industry, we deliver top-quality work without compromising the details, ensuring efficiency and effectiveness in every task. We know your time is money, and we're here to help multiply both for you – because who said you can't have your cake and eat it too?
Having worked extensively with wedding + event brands, House of Virtua Mind possesses a deep understanding of the specific workflows, challenges, and nuances in the luxury wedding space. This expertise allows for seamless integration into the industry, offering reliability, professionalism, and timeliness without the need for extensive industry acclimation.
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
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
20 hours/month starts at $1940
Comprehensive Dubsado Services
Have you been thinking of switching to Dubsado from another CRM platform? Perhaps you don’t even have a system, but need to implement one to keep up with your quickly growing business. These services were made for you. We offer:
- Mini Dubsado Set-Up
- Dubsado Set-Up + Transfer from Another CRM System
- Full Service Dubsado Set-Up (From Scratch)
- Dubsado Workflow Set-Up
Contact us for more information
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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