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Executive/Admin Assistant (Events & Entertainment)

L3

assist worldDenver, COyesterday

$700.00 - $800.00 per week

Occupations

Secretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveExecutive Secretaries and Executive Administrative AssistantsMeeting, Convention, and Event Planners

Industries

All Other Support ServicesConvention and Trade Show OrganizersTemporary Help Services
Executive/Admin Assistant 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 RemoteStrong 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 callsCRM 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 experienceAV/event production exposure
  • Vendor coordination experienceCOI 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$700 - $800 a month Why Join Assist World?100% REMOTE$50 birthday bonus$200 testimonial bonus$500 entry monthly raffleNO TRACKER. NO PROBLEM
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Level

JuniorL3

Salary

$700.00 - $800.00 per week

Location

Denver, CO

Occupation

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Industry

All Other Support Services

Posted

yesterday

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