Executive/Admin Assistant (Events & Entertainment)
South Africa / Philippines
VA/EA – Operations /
Executive Assistant / Part-Time /
Remote
The Company
DJ & event services business delivering lighting/AV and entertainment for weddings, sweet 16s, and corporate events (~100 events/year; busiest in summer). You’ll be the owner’s right hand—keeping the pipeline moving, clients informed, and mission-critical details buttoned up so nothing falls through the cracks.
What You’ll Do Lead & Client Follow-Up (Primary)
● Own day-to-day follow-ups with warm leads (no cold calling).
● Place friendly check-in calls/texts and send templated emails (videos, photos, quotes, info packs).
●Schedule discovery calls/site visits; confirm next steps and deadlines.
● Maintain a consistent follow-up cadence (e.g., every 2–3 days) until a clear yes/no.
Coordination & Admin
● Inbox & calendar management: prioritize messages, set reminders, confirm appointments.
● COIs & venue paperwork: request certificates of insurance, confirm load-in lists, and make sure venues have every required document before event day.
● Keep the CRM spotless: log calls, update lead statuses, notes, and tasks.
● Create and refine email templates, snippets, and checklists for repeat workflows.
● Liaise with production manager and vendors to ensure smooth handoffs and logistics.
Quality & Reporting
● Track pipeline metrics (new leads, follow-ups due, booked meetings, conversions).
● End-of-day summaries and weekly snapshot reports (wins, risks, blockers, next actions).
Must-Have Skills & Experience
● 3+ years in admin, customer service, sales support, or EA roles (service or events industry a plus).
● Confident, native-level English (written & spoken) with a warm, natural phone manner.
● Proven follow-through: you live in your task list and don’t miss deadlines.
● Strong organizational chops and project-management mindset (checklists, trackers, SOPs).
● Comfortable making friendly warm calls and moving conversations forward.
● Tools: Google Workspace, any modern CRM, and cloud docs; able to learn OpenPhone quickly. Ideal Candidate – Personality Traits
● Human, not robotic: conversational, personable, and comfortable building rapport (“Hi Client, just checking in—how’s the wedding planning going?”).
● Detail-obsessed & reliable: triple-checks documents (COIs, venue forms) to avoid event-day issues.
● Ownership mentality: sees gaps, flags risks early, proposes fixes, and closes the loop.
● Proactive & urgent: treats follow-ups like VIP tasks; nudges the right people at the right time.
● Calm under pressure: summers get busy—You organize chaos without dropping balls.
● Coachable & adaptable: open to feedback; iterates templates and processes to improve speed/quality.
● Ethical & discreet: handles client data and vendor details with care.
Nice-to-Haves
● Background in weddings/events/AV/venues.
● Experience coordinating vendor paperwork (COIs, permits, load-in schedules).
● Familiarity with WhatsApp/Slack, Calendly, and basic spreadsheet reporting.
Success Looks Like (90-Day KPIs)
● Lead response time: within 2 business hours; inbox SLA: <24 hours.
● Follow-up cadence: 100% of open leads touched every 2–3 days until outcome.
● Zero missed venue documentation (COIs, load-in approvals).
● CRM hygiene: all interactions logged, next action + due date on every active lead.
● Increasing weekly conversions to booked consults/meetings.
$500 - $700 a month
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.