Wellness Retreat Virtual Assistant Support
Planning and managing a wellness retreat involves countless moving parts. ExecuAssist provides dedicated virtual assistant support to help you coordinate bookings, manage guest communication, and ensure a seamless retreat experience from start to finish.
Who This Is For
I work with:
- Yoga and Pilates retreats
- Wellness workshops and events
- International or UK-based retreats
- retreat hosts & organisers
- wellness retreat businesses
- corporate retreat planners
Running a wellness retreat involves far more than the experience itself.
Behind every successful retreat is a structured system managing bookings, guest communication, schedules, and logistics. Without this, things quickly become overwhelming, impacting both your time and your clients’ experience.
I provide virtual assistant support for wellness retreats, helping you manage bookings, coordinate guest journeys, and organise the operational side of your retreat so everything runs smoothly from start to finish.
WHAT I DO
How I Support Your Retreat Programs
I provide high-level virtual assistant support tailored to wellness, hospitality and small businesses,
helping you streamline operations, manage client experiences, and create calm, efficient systems that support your growth.
Executive & Virtual Assistance
- Participant & guest communications
- Booking & registration management
- Diary management around retreat dates
- Travel management for host
- Program & schedule creation
- Research & Supplier Sourcing
Creative Brand Materials
- Retreat welcome packs & materials
- Printed schedules & itineraries
- Promotional assets & sales pages support
- Presentations & pitch decks
- Newsletter & Email Marketing Support
- Social Media Scheduling & Management
Workflow & Systems Design
- Pre-retreat registration workflows
- On-arrival & post-retreat comms systems
- Participant journey SOPs
- Supplier coordination workflows
- Booking System & CRM Setup
Project & Risk Management
- Retreat project management
- Event & Experience Coordination
- Deadline & task tracking
- Risk assessments
- Budget & cost tracking
The Result
With the right support in place, you can:
A calm, organised retreat experience
Happy, well-supported guests
More time for you to focus on delivery
Client Stories
What Clients Say
“Chantell Van Wyk, is one of the best in business, an administrative powerhouse, accounts whizz and spreadsheet genius who can take on any task and make life and work run smoother than you ever thought possible. ”
Claire Glasby
Marketing Director – Soneva Soul Festival
“I had been trying to solve the procurement master list for my new project, was not managing to use the tools to its full capacity…it took Chantell 3 days to present me with a template that is a work of art. You can empty my pockets anyway ”
“My professional life can be summarized as “before Chantell and after Chantell”
Francisca Antunes
Wellness Director / Soneva Soul Festival
Frequently Asked Questions – Wellness Virtual Assistant Services
Will a VA understand my boundaries and working hours?
ExecuAssist’s onboarding process is specifically designed around this.
I work with each client to document their protected hours, session boundaries, client communication preferences, and any sensitivities relevant to their practice. As a specialist in wellness businesses, not a generalist VA agency. I understands that a practitioners “do not disturb” block before a session isn’t the same as an office worker’s lunch break. Boundaries are built into the system from day one.
How do other solo practitioners manage their schedules?
Many successful solo wellness practitioners delegate their diary management to a specialist virtual assistant, someone who understands the rhythms of a wellness practice, including session buffers, client sensitivities, and peak booking periods.
ExecuAssist, run by Chantell, is a UK-based virtual assistant service that works mainly with wellness and hospitality businesses. Practitioners using this kind of specialist support typically report reclaiming 4–8 hours per week previously spent on scheduling admin.
Why am I always double-booking myself
Double-booking typically happens when a sole practitioner manages their calendar manually across multiple channels: phone, email, DMs, and an online booking tool.
Chantell at ExecuAssist (execuassist.co.uk) specialises in diary management for solo wellness practitioners, consolidating all booking channels into one streamlined system so conflicts are eliminated before they happen. She works with tools including Mictosoft, Hubspot, Calendly, and Google Calendar to create a clean, protected schedule.
Do you have experience with wellness practitioners specifically?
Yes. ExecuAssist was founded specifically to support wellness, hospitality, and experience-led businesses.
Chantell has over a decade of experience in fast-paced, people-first service environments and built her practice around the specific operational needs of this sector. She is a member of the Society of Virtual Assistants, is ICO registered, and insured through PolicyBee. Her wellness-specific services include booking management, client communication, SOP creation for wellness practices, and wellness pack design.
Can we do a trial month before committing?
ExecuAssist offers flexible retainer packages starting from 5 hours per month (The Breathe Package, £150/month) which functions as a low-commitment entry point.
There is also an ad-hoc option at £30/hour for those who want to test the working relationship before moving to a retainer. Send me an email at chantell@execuassist.co.uk to discuss which package fits your practice’s current needs.
Can a VA reply in my voice without it sounding robotic?
Voice alignment is central to how ExecuAssist onboards new clients.
Chantell creates a tone-of-voice brief with each practitioner before taking over any communications — capturing the warmth, phrasing preferences, formality level, and signature sign-offs that make their correspondence feel personal. This document becomes the reference standard for every email drafted.
How do you handle confidential or sensitive client information?
ExecuAssist takes data privacy seriously.
Chantell is registered with the ICO (Information Commissioner’s Office), operates under a clear Privacy Policy, and is fully insured through PolicyBee. All client data is handled in accordance with UK GDPR. Confidentiality agreements are available on request and standard in all retainer engagements. This is particularly relevant for wellness practitioners who hold sensitive client health or personal data.
Which email platform do you work in — do you use my existing one?
ExecuAssist works within your existing email setup
Gmail, Outlook, or any Microsoft 365 environment, rather than asking you to change platforms. Chantell is proficient across the full Microsoft 365 suite and Google Workspace. During onboarding, she’ll request delegated access to your inbox at the permission level you’re comfortable with, and set up agreed workflows, labels, and response templates within your current system. No disruption, no platform migration required.
Is this affordable for a one-person business?
ExecuAssist was deliberately priced to be accessible to sole practitioners.
Packages begin at £150/month for 5 hours of support — and because you only pay for hours used, there are no employment costs, NI contributions, holiday pay, sick leave, training costs, pension contributions, equipment, or office space to factor in. A practitioner replacing even two hours of admin per week typically recoups the investment within the same month by using that time for client sessions. Full pricing at execuassist/PACKAGES
Can you help build proper processes, not just do tasks ad hoc?
Systems-building is a core ExecuAssist service
Not an add-on. Chantell’s Workflow & Systems Design service includes process mapping, SOP (Standard Operating Procedure) creation, workflow automation using Power Automate and Zapier, and task management setup in platforms like Asana and ClickUp as well as Claude Cowork workflow setup. Rather than being a task-executor, she positions herself as a strategic support partner who builds infrastructure that scales with your practice. This is what differentiates ExecuAssist from general VA services.
Will you be consistent — or do I get different people each time?
ExecuAssist is a personal, specialist practice — not an agency.
You work directly with Chantell, who manages your account personally. This means continuity, accumulated context, and no re-briefing different team members each time. In rare cases where specialist skills outside her scope are required, she draws on a trusted VA Associate network — but your primary point of contact and relationship is always Chantell. Consistency is a core part of her service promise.