Company
Events & Entertainment
Executive/AdminAssistant(Events&Entertainment)
Neural analysis suggests this role is
optimal for Mid candidates.
“Executive/Admin Assistant (Events & Entertainment). Skills: Lead & Client Follow-Up, Admin & Coordination, Reporting & Operational Support. Follow up with warm leads via calls, texts, emails, and CRM communication. Maintain consistent follow-up cadence until leads convert or close”
What You'll Achieve.
Fast response times; No missed follow-ups; Zero missed venue documentation; Accurate CRM updates; Increased booked consultations and conversions; Reliable communication and reporting
Industry & Context.
Must overlap with US Eastern Standard Time (EST) working hours, Occasional weekend availability during busy event season required
What They're Looking For.
Must Have
3+ years experience in: Executive Assistance, 3+ years experience in: Admin Support, 3+ years experience in: Customer Service, 3+ years experience in: Sales Support, 3+ years experience in: Events Coordination, spoken and written English, Extremely natural conversational communication style, follow-through and organizational skills, Comfortable making warm outbound calls, CRM experience, Google Workspace proficiency, task management and attention to detail, Ability to work independently and proactively, Comfortable learning new systems and tools quickly
Nice to Have
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, Canva experience
What You'll Do.
Follow up with warm leads via calls
and CRM communication
Maintain consistent follow-up cadence until leads convert or close
Send templated emails
Schedule discovery calls
Keep communication friendly
and relationship-focused
Manage inboxes and calendars
Confirm appointments and reminders
Handle Certificates of Insurance (COIs) and venue paperwork
Ensure venues receive all required documentation before events
and lead statuses accurately
Create and improve templates
and repeatable workflows
Coordinate with vendors and production teams for smooth handovers
Track lead pipeline activity and follow-up metrics
Provide end-of-day updates and weekly reports
or missed follow-ups proactively
How You'll Work.
Team & Collaboration
Coordinate with vendors and production teams for smooth handovers
Communication Scope
Natural conversational communication style; Friendly, natural, and relationship-focused communication
Full Job Description
## Description 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
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