Event Operations Assistant

About Us

We are a growing, US-based wedding and event photography and videography studio

dedicated to capturing once-in-a-lifetime celebrations. We pride ourselves on delivering

a five-star, high-touch experience to our couples, maintaining clear standards for our

creative subcontractors, and building an organized, supportive behind-the-scenes

culture.

The Opportunity: What We Are Looking For

We are searching for a sharp, proactive, and detail-oriented Event Operations Assistant

to serve as the operational backbone of our studio.

This is not a traditional data-entry virtual assistant role. We need a reliable partner with

a background in photography or video production who understands camera media, is

comfortable curating and editing sneak peeks in Lightroom, and can confidently

navigate event day logistics (there is no expectation to edit full galleries, we have an

editing team already established).

In this role, you will be the bridge between our couples, our on-site shooters, and our

editing team. You will oversee timelines in Sprout Studio, audit incoming raw files before

contractor payments are approved, keep clients excited and informed via warm SMS

and email communication, and act decisively when unexpected schedule conflicts or

emergency cancellations arise.

Event Operations Assistant: Core Responsibilities

1. CRM & Event Coordination (Sprout Studio)

• Subcontractor Assignment: Assign confirmed lead photographers, second

shooters, and videographers to upcoming bookings within Sprout Studio.

• Editing Pipeline & Gallery Assignment: Assign event galleries and raw asset

batches to external editors based on project type, editor bandwidth, and agreed

turnaround deadlines.

• Timeline & Details Maintenance: Ensure all event profiles contain up-to-date

timelines, venue addresses, contact info, and custom client shot lists before the

shoot date.

• Milestone Tracking: Monitor scheduled events week-over-week to verify that all

preparation, shooting, editing, and delivery milestones remain on schedule.

2. Media Intake & Asset Auditing (Pre-Payment Verification)

• Contractual File Audits: Inspect raw file uploads from shooters to confirm every

contracted deliverable is present (e.g., verifying Camera A, Camera B, drone

footage, and external lapel/soundboard .wav audio files).

• Technical Completeness Checks: Confirm file counts, verify that raw files are

readable and uncorrupted, and ensure standard card-dump folder conventions

were followed.

• Payment Clearance Flagging: Mark projects as "Assets Verified" in the CRM so

management knows the subcontractor's invoice is cleared for payment release

(without scheduling or releasing funds directly).

• Missing Asset Follow-Up: Promptly reach out to photographers and

videographers if assets are missing, links are broken, or uploads are incomplete.

3. Editor Asset Management & Cold Storage Archival

• Final Deliverable Receipt: Confirm that editors have uploaded all completed

project assets (e.g., final high-res photo galleries, highlight films, project files).

• Cold Storage Migration: Transfer and organize all raw media and final edited

assets into long-term cold storage (e.g., AWS, Dropbox, Google Drive) using

standardized naming conventions and folder structures.

• Archive Maintenance: Keep storage drives indexed and organized so historical

projects can be retrieved immediately if a client requests re-delivery or album

design assets later.

4. Emergency Subcontractor Dispatch

• On-Call Issue Response: Handle sudden, last-minute cancellations, illnesses,

or travel emergencies from shooters leading up to or during event days.

• Backup Roster Activation: Rapidly broadcast availability requests to the pre-

vetted emergency network of photographers and videographers to lock in

replacement coverage.

• Logistical Handoff: Transfer shoot details, timelines, gear expectations, and

Sprout Studio assignments to the replacement shooter and notify management

once coverage is secured.

5. Client Communications (Email & SMS)

• Inquiry Management: Monitor and respond to client questions via email and text

message during active shift hours.

• Timeline & Status Updates: Provide clients with warm, reassuring updates on

where their project sits in the editing pipeline and when to expect their final

galleries or films.

• Information Intake: Collect missing questionnaire details, updated wedding day

timelines, or special requests from clients and log them into Sprout Studio.

6. Sneak Peek Gallery Management & Production

• Photographer Submission Auditing: Check post-wedding uploads to verify

whether the lead photographer opted into the sneak peek bonus and submitted

their own edited previews.

• Backup Culling & Editing: If the photographer opts out or fails to submit edits,

review the raw intake files, select 10 to 20 key highlight frames (portraits, core

ceremony moments, reception details), and edit them using studio presets and

basic adjustments (exposure, white balance, framing).

• Gallery Creation & Upload: Create, upload, and format the 10 to 20 image

sneak peek gallery inside Sprout Studio or client proofing software.

• Early Delivery Handoff: Send the sneak peek gallery link to the client via email

and SMS within the studio's designated turnaround window (e.g., 24 to 72 hours

post-event).

7. Seasonal Studio Projects & Systems Optimization (Off-Peak Focus)

During slower event months (typically late fall through winter), daily operational volume

naturally decreases. During these periods, focus transitions to studio improvement,

marketing operations, and administrative preparation for the upcoming season,

including:

• Subcontractor Recruitment Support: Assisting with seasonal hiring campaigns

by reviewing incoming photographer/videographer portfolios against studio

standards, logging candidate details, and sending onboarding agreements.

• Marketing & Social Coordination: Scheduling pre-approved social media

content, setting up publishing automations, and updating blog features with

recent event imagery to support organic search visibility.

• CRM & Workflow Optimization: Auditing and refining Sprout Studio templates,

canned email s, questionnaire workflows, and vendor directories.

• Digital Storage & File Maintenance: Conducting routine audits of active cloud

storage drives, organizing folder structures, and archiving completed assets.

• Administrative Project Support: Assisting with vendor document tracking,

timeline audits, and general operational tasks as directed by studio leadership.

Qualifications & Requirements

Must-Haves (Core Requirements)

• US Eastern Shift Alignment: Proven ability to work full-time graveyard hours

(typically 9:00 PM – 6:00 AM PHT / 9:00 AM – 6:00 PM EST), Monday through

Friday.

• Photography / Videography Literacy: Practical familiarity with photography or

video production workflows—you know how camera card dumps work,

understand RAW vs. JPEG files, and recognize standard video/audio formats

(.MOV, .MP4, .WAV).

• Basic Photo Culling & Editing Skills: Hands-on experience using Lightroom

(or comparable editing software) to cull raw images, apply presets, and make

basic adjustments (exposure, white balance, crop) for 10–20 photo sneak peeks.

• Meticulous Digital Asset Management: High attention to detail when

organizing large file libraries; disciplined with standardized folder structures and

cloud storage systems (Dropbox, Google Drive, or AWS).

• Excellent Written English: Strong written communication skills with the ability to

text and email US wedding clients and creative contractors warmly, clearly, and

professionally.

• Calm Problem-Solving: Ability to think on your feet and act decisively when

unexpected schedule conflicts or emergency shooter cancellations arise.

• Reliable Remote Workstation: A dependable computer capable of handling

image batch previews/edits, a primary high-speed fiber internet connection, and

a secondary backup connection or power solution (UPS/hotspot) for shift

continuity.

Nice-to-Haves

• Prior experience using Sprout Studio or similar creative studio CRMs

(HoneyBook, Dubsado, Studio Ninja).

• Background in a US-facing BPO role, creative agency, or wedding

photography/videography studio.

• Basic understanding of professional wedding camera gear (e.g., dual card slots,

full-frame bodies, external audio lapels).

Compensation & Schedule

• Monthly Flat Retainer: $850 – $1,000 USD / month based on direct experience

with studio operations and photo editing.

• Payment Terms: Paid on the 1st and 15th of the month in USD, covering all

transfer processing fees so you receive your full earnings.

• 13th-Month Pay: Eligible for an annual 13th-month bonus.

• Work Arrangement: 100% remote, full-time position (40 hours per week, year-

round).

• Working Hours: Monday through Friday, US Eastern business hours (typically

9:00 AM – 5:00 PM EST / 9:00 PM – 5:00 AM PHT). Shifts remain steady year-

round, with daily duties shifting between live event management during peak

season and studio improvement projects during off-peak season.