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

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Strong preference for South Africa-based candidates

- Part-time to start (20 hrs/week)

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Potential to grow into full-time (40 hrs/week)

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Must overlap with US Eastern Standard Time (EST) working hours

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Occasional weekend availability during busy event season required

Key Responsibilities

Lead & Client Follow-Up (CORE)

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Follow up with warm leads via calls, texts, emails, and CRM communication

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Maintain consistent follow-up cadence until leads convert or close

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Send templated emails, event information, quotes, videos, and photos

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Schedule discovery calls, consultations, and site visits

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Keep communication friendly, natural, and relationship-focused

Admin & Coordination

- Manage inboxes and calendars

- Confirm appointments and reminders

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Handle Certificates of Insurance (COIs) and venue paperwork

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Ensure venues receive all required documentation before events

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Update CRM notes, tasks, and lead statuses accurately

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Create and improve templates, checklists, and repeatable workflows

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Coordinate with vendors and production teams for smooth handovers

Reporting & Operational Support

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Track lead pipeline activity and follow-up metrics

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Provide end-of-day updates and weekly reports

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Flag risks, blockers, or missed follow-ups proactively

Must-Have Requirements

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3+ years experience in:

- Executive Assistance

- Admin Support

- Customer Service

- Sales Support

- Events Coordination

- Strong spoken and written English

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Extremely natural conversational communication style

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Strong follow-through and organizational skills

- Comfortable making warm outbound calls

- CRM experience

- Google Workspace proficiency

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Strong task management and attention to detail

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Ability to work independently and proactively

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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

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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

Originally posted on Himalayas