Event planning support without adding to your headcount

Coordinating an event means dozens of moving pieces — venue research, vendor follow-ups, registration logistics, and timeline management — all of which pull you away from the work only you can do. Trusty Oak's US-based fractional EAs and specialists handle the coordination layer so events actually come together without consuming your calendar. Whether you're planning a client dinner, an annual conference, or a recurring webinar series, the operational work can be delegated.

What your executive assistant handles

Concrete tasks our team takes on — not vague promises.

Venue Research & Comparison

An EA sources venue options based on your criteria — capacity, location, AV capabilities, catering policies — and delivers a side-by-side comparison so you're making a decision, not doing a search.

Vendor Outreach & Contract Tracking

From caterers to AV companies to photographers, your EA manages initial outreach, collects quotes, follows up on proposals, and tracks contract deadlines in a shared document or project management tool like Asana or Notion.

Attendee Registration & Communication

Your EA sets up and manages registration through platforms like Eventbrite or Google Forms, handles confirmation emails, tracks RSVPs, and sends reminder sequences so attendees show up informed and on time.

Event Timeline & Run-of-Show Creation

A detailed run-of-show keeps every vendor, speaker, and stakeholder aligned — your EA builds and maintains this document, updating it as details change in the weeks leading up to the event.

Budget Tracking & Expense Logging

Your EA maintains a live budget tracker in Google Sheets or Airtable, logging deposits, invoices, and actuals against your approved budget so you're never surprised by where spend is landing.

Post-Event Wrap-Up & Reporting

After the event, your EA compiles attendee data, collects feedback survey responses via Typeform or SurveyMonkey, reconciles final expenses, and documents what to replicate or adjust for next time.

$Trusty Oak fractional talent services$

How the handoff works

After onboarding, your dedicated Client Success Manager works with you to build a Strategic Delegation Plan that maps your upcoming events and identifies exactly which tasks to hand off first. In the first week, most clients share a brief — event date, goals, audience size, and budget — and the EA begins with venue or vendor research, building out a shared workspace in a tool you already use or one they set up for you. From there, the EA owns the coordination layer: tracking deadlines, managing communications, and flagging decisions that need your input rather than pulling you into every detail. You stay in the loop without being in the weeds.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Zoom Events

Google Workspace

Airtable

Eventbrite

Asana

Typeform

...and many more!

What event planning & coordination support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

15 hours $525

Specialists

~$50/hour

10 hours $500

Fractional Executives

~$95/hour

5 hours $475

Your monthly budget

$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

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Frequently Asked Questions

Can an EA handle event planning if they don't know my industry or audience?

The coordination work — timelines, vendor management, registration logistics, budget tracking — is largely transferable across event types. Your EA will ask the right questions upfront to understand your audience, tone, and priorities, and your Client Success Manager helps structure that handoff so context doesn't get lost.

What if my event needs change or get canceled mid-planning?

Unused hours roll over each month, so time spent on a canceled event isn't wasted — those hours stay in your balance and can be redirected to the next project. Your EA can also handle vendor cancellation communications and contract review to minimize any penalties.

How much lead time does an EA need before an event?

It depends on event complexity, but most clients find that handing off 6–8 weeks out gives an EA enough runway to do vendor research, build the timeline, and manage attendee communications without rushing. For recurring events like monthly webinars, the EA builds a repeatable workflow after the first run.

Is this service handled by one EA or a team?

You'll work with a primary EA who owns your event coordination work, which means consistent context and no re-explaining from event to event. If your scope grows or requires a specialist skill, your Client Success Manager can bring in additional support from Trusty Oak's talent network.

Let's get your next event off your plate

Trusty Oak has logged 29 time entries in event planning and coordination across client engagements — this is work our EAs do regularly. Start with a $1,000/month talent budget and a Strategic Delegation Plan built around your actual event calendar.