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 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 AssistanceAdmin SupportCustomer ServiceSales SupportEvents 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