Salary :
Activate JobCopilot
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
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 calls
CRM 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 experience
AV/event production exposure
Vendor coordination experience
COI 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
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