Executive/Admin Assistant (Events & Entertainment)

About the role

We are seeking a highly organized, personable, and proactive Executive/Admin Assistant to support a fast-paced events & entertainment business specializing in weddings, corporate events, AV, lighting, and DJ services. This role is ideal for someone who thrives in a people-facing support role and enjoys balancing client communication, admin coordination, and operational follow-through. You will act as the owner's right hand - ensuring leads are followed up with consistently, clients feel supported, and critical event paperwork and logistics never slip through the cracks. The ideal candidate is warm, conversational, detail-oriented, and able to communicate naturally with clients without sounding scripted or robotic. Location & Schedule Remote Strong preference for South Africa-based candidates Part-time to start (20 hrs/week) Potential to grow into full-time (40 hrs/week) Must overlap with US Eastern Standard Time (EST) working hours Occasional weekend availability during busy event season required

Responsibilities

• Lead & Client Follow-Up (CORE)
• Follow up with warm leads via calls, texts, emails, and CRM communication
• Maintain consistent follow-up cadence until leads convert or close
• Send templated emails, event information, quotes, videos, and photos
• Schedule discovery calls, consultations, and site visits
• Keep communication friendly, natural, and relationship-focused
• Admin & Coordination
• Manage inboxes and calendars
• Confirm appointments and reminders
• Handle Certificates of Insurance (COIs) and venue paperwork
• Ensure venues receive all required documentation before events
• Update CRM notes, tasks, and lead statuses accurately
• Create and improve templates, checklists, and repeatable workflows
• Coordinate with vendors and production teams for smooth handovers
• Reporting & Operational Support
• Track lead pipeline activity and follow-up metrics
• Provide end-of-day updates and weekly reports
• Flag risks, blockers, or missed follow-ups proactively
• Must-Have Requirements
• 3+ years experience in:Executive AssistanceAdmin SupportCustomer ServiceSales SupportEvents Coordination
• Strong spoken and written English
• Extremely natural conversational communication style
• Strong follow-through and organizational skills
• Comfortable making warm outbound calls
• CRM experience
• Google Workspace proficiency
• Strong task management and attention to detail
• Ability to work independently and proactively
• Comfortable learning new systems and tools quickly

Requirements

• Weddings/events industry experience
• AV/event production exposure
• Vendor coordination experience
• COI or venue paperwork experience
• Calendly, Slack, WhatsApp experience
• Spreadsheet reporting skills
• Apple/Mac familiarity preferred
• Canva experience helpful
• Ideal Personality
• Human and conversational - not scripted
• Warm, personable, and engaging
• Calm under pressure
• Detail-obsessed
• Ownership mentality
• Proactive and urgent with follow-ups
• Adaptable and coachable
• Reliable and flexible
• Comfortable in fast-moving environments
• Success Metrics
• Fast response times
• No missed follow-ups
• Zero missed venue documentation
• Accurate CRM updates
• Increased booked consultations and conversions
• Reliable communication and reporting
• Why Join Assist World?
• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM

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