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

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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

Nice-to-Haves

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Weddings/events industry experience

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AV/event production exposure

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Vendor coordination experience

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COI or venue paperwork experience

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Calendly, Slack, WhatsApp experience

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Spreadsheet reporting skills

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Apple/Mac familiarity preferred

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Canva experience helpful

Ideal Personality

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Human and conversational — not scripted

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Warm, personable, and engaging

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Calm under pressure

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Detail-obsessed

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Ownership mentality

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Proactive and urgent with follow-ups

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Adaptable and coachable

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Reliable and flexible

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Comfortable in fast-moving environments

Success Metrics

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Fast response times

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No missed follow-ups

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Zero missed venue documentation

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Accurate CRM updates

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Increased booked consultations and conversions

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Reliable communication and reporting

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM