CLIENT STORY
Online Business Manager for Creative Entrepreneurs in Regional Victoria
Ongoing business support across operations, systems, marketing and the day-to-day coordination of a busy Regional Victoria creative business
Location: Daylesford Region, VIC
Service Provided: Soulful Support
Industry: Creative small business, boutique studio management, design and client services
How embedded business support helped an established Regional Victoria creative business maintain its marketing, operations and client delivery through two of its busiest seasons
The Client
Hattie ran an established wedding planning and styling business in the Daylesford region of Victoria, working in an industry where client experience, creative detail and timing all matter.
I supported the business across two particularly busy wedding seasons, becoming closely involved in the marketing, digital presence, communication and operational work happening behind client delivery.
Hattie knew me as her Virtual Assistant, which is how she describes me in her testimonial. Looking back at the scope of the role now, it sat across both Virtual Assistant and Online Business Management support. I was entrusted with ongoing areas of the business, given increasing responsibility as the relationship developed and expected to bring initiative and judgement to the work rather than waiting for every individual step to be directed.Maintaining the standard of the business through peak demand
The Challenge
Maintaining the standard of the business through peak demand: Wedding season brought a significant increase in client delivery without the rest of the business being able to stop.
Marketing still needed to happen. The website needed to stay current. Advertising and promotional activity needed coordinating. Clients, contractors and collaborators still needed communication. Internal processes needed to keep moving while Hattie was focused heavily on the work only she could deliver.
The business needed someone who could take genuine responsibility for their areas, work confidently under pressure and maintain the level of care and precision expected across the brand.
PEAK SEASON OPERATIONS
Keeping recurring business activity moving during the busiest periods of the year.
MARKETING OVERSIGHT
Managing ongoing marketing, advertising and visibility across multiple channels.
DIGITAL PRESENCE
Keeping the website, blog and social platforms current and aligned.
CLIENT + CONTRACTOR COMMUNICATION
Supporting communication across the different people involved in the business.
PROCESS + TEAM SUPPORT
Documenting processes and assisting with sourcing and screening additional VA support.
INITIATIVE + OWNERSHIP
Taking on increasing responsibility without requiring Hattie to closely manage every piece.
The Solution
Virtual Assistant and Online Business Management support for a Regional Victoria creative business
Over two wedding seasons, I worked across several areas of the business at once, giving Hattie a consistent person who understood what was happening behind the scenes and could keep those areas moving while she remained focused on her clients and creative work.
As trust and context built, so did the level of responsibility I held.
1. Operations, Processes + Team Support
- created and maintained internal workflows and processes
- documented repeatable procedures
- established clearer communication systems
- sourced and screened Virtual Assistant contractors
- helped maintain day-to-day operations through peak wedding seasons
2. Marketing and Visibility
- managed ongoing marketing and advertising activity
- coordinated monthly marketing spend across Google Ads, directories and exhibitions
- maintained daily social media activity
- coordinated newsletters and promotional campaigns
- kept marketing moving consistently alongside a heavy client workload
3. Website & Digital Presence
- managed regular website updates
- published monthly blog content
- maintained digital information as the business changed
- created promotional assets and supporting materials
- helped keep the online presence current throughout peak periods
4. Business Coordination and Project Support
- liaised with clients, contractors and collaborators
- communicated important business updates
- coordinated work across multiple moving pieces
- supported deadlines and time-sensitive activity
- took on increasing areas of responsibility as the relationship developed
Because I was working across multiple areas of the business, I understood much more than the individual task in front of me. That context allowed me to work with initiative, anticipate what needed attention and take responsibility for keeping my areas of the business moving.
The Results
Consistency and continuity through two peak seasons
Through Soulful Support, she experienced:
- marketing and advertising continued consistently throughout peak season
- day-to-day operations were maintained while client delivery intensified
- Hattie was able to delegate increasing responsibility with confidence
- important deadlines and recurring activity continued to move
- systems and processes became clearer and better documented
- clients, contractors and collaborators had consistent operational support
- Hattie had more capacity to stay focused on the creative and client-facing work at the centre of the business
Client Feedback
“Kathleen has assisted our wedding planning and styling business during 2 incredibly busy wedding seasons. During this time, Kathleen managed all of our marketing, advertising, social media platforms, and our website; blogging monthly, editing the website fortnightly, daily social media management and coordinating our monthly marketing spend on Google Adwords, directories and exhibitions…
Kathleen is a pleasure to work with, and with a positive can-do attitude we were able to delegate more tasks and responsibilities to her. She worked under intense pressure, strict deadlines and in an industry that requires precision, design flair and initiative. Kathleen was an asset to our business, ensuring the daily operations did not lapse during our busiest months and we would highly recommend her.” – Regional Victoria Creative Entrepreneur
A role that grew with the business
Hattie refers to me as her Virtual Assistant in her testimonial, and that was the language we used for the role at the time.
What I find interesting looking back now is how much of the work also reflects the way I work as an Online Business Manager today.
I was deeply involved in implementation, while also holding responsibility across ongoing operations, marketing, processes, communication and other people supporting the business. As I became more familiar with the business, Hattie could hand over more without needing to explain every detail or closely supervise how I approached the work.
That combination still sits at the heart of my support now. I am very comfortable getting into the practical implementation, and I also bring the context, initiative and wider business awareness that allows me to take much greater ownership of the work I am responsible for.
Is online business manager support right for you?
Ideal for creative entrepreneurs in regional Victoria including:
- designers
- photographers
- creative studio owners
- makers and craft based businesses
- wellness or lifestyle creatives
- service based entrepreneurs
If you value clarity, consistency and spaciousness, Soulful Support offers the partnership and structure your business needs.
Looking for high-level Virtual Assistant or Online Business Manager support in Australia?
If you have an established business and want someone who can become genuinely familiar with the work, take ownership of their areas and move confidently between operations and implementation, you can explore my ongoing Soulful Business Support.
I am based in Victoria and work with purpose-led founders across Melbourne, regional Victoria, Australia and internationally.
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