Phone & communication support for events & hospitality professionals who can't be on hold during an event

When you're on-site managing a wedding reception, corporate conference, or hotel buyout, you can't also be fielding calls from vendors confirming delivery windows or prospects asking about your 2025 availability. A Trusty Oak Executive Assistant handles your inbound and outbound communication so inquiries get answered, vendors get confirmed, and nothing falls through during your busiest days. This is the kind of coverage that keeps your client experience intact when you're physically unavailable.

Fractional phone & communication support for event and hospitality businesses

How Trusty Oak handles phone & communication for event and hospitality businesses

A Trusty Oak EA serves as your communication hub for day-to-day phone and messaging tasks, working inside the tools you already use — whether that's HoneyBook, Aisle Planner, Planning Pod, or a shared Google Voice or RingCentral number. They handle inbound inquiry calls and voicemails, log contact details and notes into your CRM, follow up with vendors on confirmations or outstanding contracts, and return calls on your behalf using scripts and talking points you've approved. You stay in the loop through a shared inbox or a brief daily summary — you're not out of the conversation, you're just not the one spending 45 minutes on hold with a catering supply company. The setup starts with your Client Success Manager building a delegation plan that maps out call handling protocols, escalation rules, and your preferred tone so the EA can represent your brand accurately from day one.

What your EA takes off your plate

Before your EA takes their first call, write out a one-page call script that covers how you greet callers, what questions you ask every inquiry, and what you never commit to over the phone without a signed contract — pricing ranges, vendor substitutions, and date holds are common landmines. The most common mistake is handing over a phone number without any protocol document and then being frustrated when the EA handles a call differently than you would have. Ten minutes of documentation upfront saves you from re-doing that work after the fact.

1

Inbound Inquiry Call Handling

Answers calls from prospective clients, captures event date, type, guest count, and budget range, and logs the lead into your CRM or HoneyBook pipeline with a follow-up task assigned.

2

Vendor Confirmation Calls

Contacts caterers, AV companies, florists, and venue staff in the days before an event to confirm arrival times, load-in logistics, and headcounts based on your event run-of-show document.

3

Voicemail Triage and Response

Monitors a shared business voicemail or Google Voice inbox, categorizes messages by urgency, responds to routine inquiries directly, and escalates time-sensitive issues to you with context.

4

Client Communication Follow-Up

Places outbound calls or sends SMS follow-ups to booked clients for outstanding contract signatures, payment reminders, or final guest count confirmations ahead of your venue or catering deadlines.

5

Post-Event Feedback Outreach

Calls or messages clients within 48–72 hours after an event to request a review on Google or The Knot, gather testimonial content, and flag any service issues before they become public complaints.

Tools our team works with

We adapt to your existing stack — no forced migrations.

OpenPhone
Calendly
Zoom Phone
Acuity Scheduling
HubSpot
Google Voice

...and many more!

Trusted by event and hospitality businesses

Trusty Oak supports event and hospitality businesses including Chava Group, Couret Leadership Lab, Generations Now, and 2 others — handling everything from phone & communication to broader operational support.

What phone & communication support costs for event and hospitality businesses

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

Executive Assistants
~$35/hour
25 hours $875
Specialists
~$50/hour
5 hours $250
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,125

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

Book a Discovery Call

Frequently Asked Questions

This depends on your plan hours and how you structure the engagement — some clients set up a shared Google Voice or RingCentral line that the EA monitors during agreed business hours for live answering, while others use a voicemail-first model where the EA returns calls within a set window. Your Client Success Manager will help you map out the right call handling workflow during onboarding based on your typical inquiry volume and event schedule.
Your onboarding includes a Strategic Delegation Plan where you document your services, pricing guardrails, common client questions, and brand voice — the EA uses this as their reference guide for every call. Most events and hospitality clients also do a short kickoff call with their EA to walk through a few real inquiry scenarios so the EA can hear how you naturally talk about your packages and services.
Both — some clients use Trusty Oak year-round for consistent inquiry handling and vendor coordination, while others ramp up hours during peak booking season (typically January through March for weddings) and scale back in slower months. Because unused hours roll over month to month, you're not penalized for lighter months, and the initial three-month commitment gives you enough runway to get the EA fully trained before your busiest stretch hits.

Stop missing calls during the events that matter most

Get matched with a US-based Executive Assistant who understands the pace of events and hospitality work. Monthly plans start at $1,000 with a one-time $300 onboarding fee that includes your Strategic Delegation Plan.