Executive Assistant / Coordinator

Position Summary

The Executive Assistant / Coordinator is a highly organized and detail-oriented professional responsible for managing event coordination, customer communications, and administrative operations. This role serves as the central point of contact between customers who have booked events and the facilitators who execute them — ensuring every detail is captured, confirmed, and communicated accurately. The ideal candidate is proactive, thorough, and comfortable managing multiple moving parts in a fast-paced remote environment.

Key Responsibilities

Customer Service & Communication

• Serve as the primary point of contact for customers who have booked events

• Gather full event details from customers and ensure all information is accurate and complete

• Coordinate and communicate confirmed event details to the assigned facilitator

• Ensure all special notes, requests, and requirements are clearly documented and passed along

• Provide timely, professional follow-up with customers throughout the event lifecycle

Event Planning & Coordination

• Review all event reservations on a weekly and monthly basis

• Book all LaserTag, GelTag, and Foam Party events in Wonderfly's Zenbooker system, ensuring no scheduling conflicts

• Confirm all event details are accurate, fully documented, and verified by both the customer and the internal team

• Use checklists and intake forms to ensure no detail is missed during the coordination process

• Assist with event logistics and proactively identify and resolve any scheduling or operational conflicts

Payment Coordination & Financial Compliance

• Request, send, and track Certificates of Insurance (COIs) and W-9 forms as required

• Acquire and track approved Purchase Orders (POs) prior to events

• Submit post-event Purchase Orders for payment processing

• Follow up on delinquent or outstanding payments in a professional and timely manner

• Document and maintain PO data on accounts receivable spreadsheets to ensure accurate financial tracking

Administrative & Executive Support

• Provide executive assistant support to ensure the role reaches full 40-hour capacity

• Maintain organized records, files, and documentation across all operational functions

• Support internal systems and workflows to keep operations running efficiently

• Assist with ad hoc administrative tasks as directed by leadership

Required

• 2 or more years of experience in an administrative, coordinator, or executive assistant role

• Strong customer service skills with excellent written and verbal communication

• Highly organized with exceptional attention to detail

• Experience managing scheduling, event coordination, or operations workflows

• Comfortable working with spreadsheets and tracking financial data such as purchase orders and accounts receivable

• Able to manage multiple tasks and priorities simultaneously in a remote environment

• Proficient with Google Workspace, Outlook, or similar productivity tools

Requirements:
This is a full time role

Up to $6/hr

Important Notice:

By submitting your application, you acknowledge and provide your explicit consent to the collection, processing, storage, and use of the personal information contained in your application. You agree that Remote Raven may contact you using the details provided for recruitment and talent management purposes.

You further authorize Remote Raven to retain your information within its database for consideration in current and future employment opportunities, in compliance with applicable data protection and privacy regulations.