Phoebe - Operations & Event Coordination Virtual Assistant

Calm, organised operational support for complex events, projects and growing organisations.

Phoebe is an experienced operations and event coordination Virtual Assistant in the UK, providing calm, structured support to organisations running complex projects, programmes and live events. Known for her thoughtful communication style and strong sense of ownership, she works proactively to understand how a business operates so she can support it effectively behind the scenes.

Clients value her ability to manage busy schedules, coordinate multiple stakeholders and keep operational tasks moving forward without constant oversight. With experience working in events, charities and healthcare environments, Phoebe is particularly trusted in situations where organisation, discretion and clear communication are essential.

She approaches every project with professionalism, reliability and a genuine commitment to delivering high-quality operational and administrative support.

Key Areas of Support

• Event administration and coordination, supporting the planning and delivery of live events, performances and programmes
• Artist, contractor and supplier coordination, including recruitment support, onboarding administration and ongoing communication
• Project and programme coordination, helping organisations manage complex initiatives from planning through to delivery
• Executive diary and calendar management, coordinating busy schedules and ensuring day-to-day operations run smoothly
• Inbox management and professional client correspondence
• Client and stakeholder liaison across projects, suppliers and partners
• Financial administration support including invoicing, payment tracking and expense management
• CRM and database administration with GDPR-compliant record keeping
• Meeting coordination, preparation and follow-up communication
• General operational and administrative support to keep businesses organised and responsive

Real-World Experience

Phoebe’s experience spans healthcare, events, charities and creative organisations where operational coordination and clear communication are essential.

She previously managed the entertainment arm of a luxury events company, coordinating performer bookings, logistics and client communication for major organisations including Rolex, The Football Association, Rolls-Royce and KPMG. This work involved managing artists and contractors, overseeing event logistics and ensuring programmes ran smoothly from initial enquiry through to delivery.

Earlier in her career she coordinated nationwide music programmes within a charity environment, supporting the planning and delivery of live performances across hospitals, hospices, care homes and schools. The role involved managing a large network of freelance musicians, coordinating schedules and supporting programme delivery across multiple locations.

Alongside this operational background, Phoebe also works as a practising psychotherapist within both hospital and private practice settings. This experience strengthens her ability to communicate clearly, handle sensitive situations professionally and maintain strict confidentiality - qualities that are invaluable when supporting busy businesses and organisations.

The result is a calm, capable operations professional who brings structure, reliability and thoughtful communication to complex working environments.

What Phoebe’s Known For

Clients describe Phoebe as:

• Calm under pressure
• Highly organised
• Proactive and reliable
• A thoughtful communicator

These qualities are particularly valuable in environments where multiple stakeholders, deadlines and moving parts need to be coordinated smoothly. Phoebe’s background across events, healthcare and programme delivery allows her to bring both operational capability and strong people-awareness to the businesses she supports.

Ideal Clients

Phoebe is a strong fit for:

• Event production companies managing complex programmes, performers or supplier logistics
• Entertainment agencies and talent management companies coordinating bookings and schedules
• Creative agencies or production teams delivering live events, launches or experiential projects
• Founder-led businesses needing structured operational support across projects and communications
• Charities and mission-led organisations running programmes, community initiatives or national projects
• Businesses working in regulated or sensitive environments where discretion and professionalism are essential

Ready to work with Phoebe?

If your organisation needs calm, reliable operational support from someone who genuinely takes ownership of getting things done properly, Phoebe is a strong fit. Her mix of programme coordination, client communication and practical administrative support helps busy organisations stay organised, responsive and focused on the work that matters most. Get in touch to find out more.

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