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