Executive/Admin Assistant (Events & Entertainment)

Overview

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

Key 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 Assistance

  • Admin Support

  • Customer Service

  • Sales Support

  • Events 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

Nice-to-Haves

• 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