Virtual Assistant

About us True AV is a live event production company based just outside Salt Lake City. We do sound, lighting, and video for corporate events, conferences, galas, and high-end weddings — usually the ones with a live band on stage. Our founder spent 10 years touring as a production manager and has mixed thousands of bands, so we handle live music better than almost anyone in our market. We are small on purpose and growing fast. Our name means something: we tell clients the truth about what things cost and what they're getting. We expect the same honesty internally. Right now the owner is doing too much of the back office himself. That's the job we're hiring for. What you'll actually do This is not a "post to Instagram and check email " role. You will be the operational spine of the company. Day to day: Scheduling & crew coordination Maintain the master event calendar so nothing ever double-books Reach out to our subcontractor crew (audio techs, lighting techs, camera ops) to staff each event, confirm call times, and chase down anyone who hasn't confirmed Keep the crew database current — availability, rates, certifications, contact info Send call sheets and reminders before every event Vendor management Coordinate with venues, rental houses, staging companies, and other AV vendors Track gear rental orders, delivery windows, and returns Follow up relentlessly. Nothing sits unanswered. Quotes & proposals Draft itemized quotes and proposals from the owner's notes or a short voice memo Keep our pricing sheets and proposal templates accurate and up to date Follow up on outstanding quotes on a schedule (this is where most of our lost revenue hides) Government & institutional bids Research open RFPs and bid opportunities on government, university, and municipal procurement portals Read the requirements, flag the ones worth pursuing, and assemble the submission packet Track deadlines, registrations, and required documentation so we never miss a filing window Bookkeeping & bill pay Categorize transactions and keep the books clean and current (QuickBooks Online) Pay vendor bills on schedule; send client invoices and chase receivables Reconcile accounts monthly and flag anything that looks off Track event profitability so we know which jobs actually made money Insurance & compliance Request and send certificates of insurance (COIs) to venues and clients, often on short notice Keep policies, W-9s, and subcontractor paperwork organized and current Communicate with our insurance broker on renewals and claims Social media management Manage Instagram, Facebook , and LinkedIn: schedule posts, write captions, respond to comments and DMs Build content from the photos and video we capture at events (basic editing in Canva or CapCut) Keep a consistent posting rhythm so we look as active as we actually are Who this is for You'll do well here if: You have 3+ years supporting a US-based small business owner as an EA or operations VA You have real bookkeeping experience, not just data entry. QuickBooks Online proficiency is required. You are comfortable writing quotes, proposals, and professional email s in flawless English You genuinely enjoy research, digging through a procurement portal to find the one bid worth chasing sounds interesting to you, not tedious You are the kind of person who notices a conflict on the calendar before anyone else does You follow up without being asked. Twice. Three times if needed. You can hold a lot of moving pieces at once without dropping any of them Nice to have (not required): Experience in events, AV, production, construction, or another scheduling-heavy service business Experience with government contracting or RFP responses Design skills in Canva Tools we use or will use: Google Workspace, QuickBooks Online, Canva, and a project management tool (Asana or ClickUp). If you don't know one of these but learn software quickly, say so. What we offer Full-time, long-ter