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
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Remote
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Strong preference for South Africa-based candidates
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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
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Manage inboxes and calendars
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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:
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Executive Assistance
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Admin Support
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Customer Service
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Sales Support
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Events Coordination
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Strong spoken and written English
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Extremely natural conversational communication style
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Strong follow-through and organizational skills
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Comfortable making warm outbound calls
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CRM experience
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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