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Event Planning & Coordination · Education

Event planning & coordination support for education organizations

By Zack Pennington, CEO Updated

From back-to-school nights and graduation ceremonies to professional development days and donor appreciation events, education professionals are constantly planning events on top of their core responsibilities. A Nacho EA can own the logistics: venue research, vendor coordination, registration setup, and communication, so you're not managing spreadsheets at 10pm. Whether you work at a K-12 school, a university, or an ed-tech company, this is work that can be handed off.

Tools we work with: Eventbrite Asana Airtable Google Workspace

Can a Virtual Assistant handle event planning & coordination for education companies?

Yes. Nacho matches education companies with a vetted, 100% US-based Executive Assistant or Specialist who owns event planning & coordination week after week, not a one-off task. Set a Talent Budget starting at $1,000 a month, begin with a $300 Delegation Strategy Plan, and expect to be matched in about a week.

See how the match works What a Talent Budget costs Book a discovery call

How it works

How delegated event planning & coordination works for education companies

A Nacho Executive Assistant working on event planning for an education client typically starts by getting access to your existing tools: Google Workspace, Eventbrite, SignUpGenius, or whatever your organization already uses, and building or cleaning up a master event tracker. From there, they handle the back-and-forth: researching venues, getting catering quotes, coordinating with AV vendors, and drafting communication to attendees, parents, faculty, or donors depending on the event. Day-to-day, your EA is the one sending follow-up emails, updating registration lists, managing RSVPs, and keeping the timeline on track. Your role is to make decisions: approve the venue, sign off on the agenda, confirm the speaker, while your EA handles everything that surrounds those decisions. For recurring events like board meetings, open houses, or annual galas, they build out reusable templates and checklists so each cycle takes less effort than the last.

Off your plate

What comes off your plate

The most common mistake education clients make is waiting until two weeks before the event to bring in support, at that point, your EA is triaging instead of planning. Start the engagement at least six to eight weeks out and share your past event files, even if they're messy, so your EA can build on what already exists rather than starting from scratch. A simple brain dump document covering your audience, budget range, must-haves, and past pain points will cut the ramp-up time significantly.

  1. Venue Research & Comparison

    Sources and compares on-campus and off-campus venues based on capacity, AV capabilities, accessibility, and budget, documented in a shared Google Sheet or Notion tracker for your review.

  2. Registration & RSVP Management

    Sets up and manages event registration through Eventbrite, SignUpGenius, or your school's existing platform, including confirmation emails, waitlists, and attendance tracking.

  3. Vendor Coordination & Scheduling

    Handles outreach to caterers, AV technicians, photographers, and other vendors: collects quotes, confirms bookings, and maintains a contact log with contract deadlines.

  4. Stakeholder Communication & Reminders

    Drafts and sends event announcements, reminder sequences, and day-of logistics to parents, faculty, students, or donors via email or your school's communication platform (e.g., Blackbaud, ParentSquare, Mailchimp).

  5. Post-Event Wrap-Up & Documentation

    Compiles attendance data, collects feedback survey results, reconciles event expenses against budget, and archives materials so the next planning cycle has a clean starting point.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Asana
Google Workspace
Airtable
Zoom Events
Typeform
Eventbrite

...and many more!

Client proof

Trusted by education companies

Nacho supports education companies including Devorah Heitner, PhD, Educational Testing Services (ETS), Proximity Learning, and 1 others, handling everything from event planning & coordination to broader operational support.

The model

What delegating to Nacho actually looks like

This is ongoing delegation to one vetted, US-based person, not a task posted to a marketplace.

  1. Start with a Delegation Strategy Plan

    A one-time $300 onboarding fee pairs you with a Client Success Manager who maps what to hand off first. See the full process.

  2. Get matched in about a week

    We match you with a vetted, 100% US-based Executive Assistant or Specialist in your time zone. If the fit is not right, the Nacho Guarantee re-matches you free.

  3. Set a monthly Talent Budget

    Budgets start at $1,000 a month and draw across Executive Assistants from $40/hr, Specialists from $65/hr, and Fractional Executives from $125/hr. Up to $200 of unused budget rolls over each month. For operations-led work, that senior seat is usually a Fractional COO. See pricing in detail.

  4. Three months, then month to month

    The initial term is three months so the working relationship has time to compound, then it rolls month to month. Book a discovery call to size yours.

Talent Budget

What delegating event planning & coordination costs for education companies

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

Executive Assistants
from $40/hour
15 hours $600
Specialists
from $65/hour
10 hours $650
Fractional Executives
from $125/hour
5 hours $625
Your monthly budget
$1,875

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

Good questions

Frequently asked questions

Can an EA handle events that involve parents, students, or community members, not just internal staff?
Yes. Many education events are external-facing, and a Nacho EA is comfortable managing communication with parents, community partners, alumni, and donors. They'll follow whatever communication guidelines or platform requirements your school or district uses, and you review anything outward-facing before it goes out.
What if our school has strict data privacy requirements around student or family information?
Nacho EAs are US-based professionals who sign confidentiality agreements as part of onboarding. For events involving student or family data, your EA works within the tools and access levels you define, they don't need raw student records to manage RSVPs or send event reminders through your existing platforms.
We run several events throughout the year, can one EA support multiple events at once?
Yes, and this is actually where the setup pays off most. Once your EA understands your organization's standards and has built out templates from the first event, managing a calendar of recurring events: open houses, board meetings, fundraisers, graduation, becomes significantly more efficient. Your Client Success Manager will help you scope hours realistically across your event calendar during onboarding.

Ready when you are

Get event logistics off your plate

Start with a $1,000/month talent budget and a Delegation Strategy Plan built around your school's or organization's actual event calendar. One-time $300 onboarding fee, with a dedicated Client Success Manager from day one.

Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.