Executive/Admin Assistant (Events & Entertainment)

June 11, 2026

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 <ul> <li> Remote </li> <li> Strong preference for South Africa-based candidates </li> <li> Part-time to start (20 hrs/week) </li> <li> Potential to grow into full-time (40 hrs/week) </li> <li> Must overlap with US Eastern Standard Time (EST) working hours </li> <li> Occasional weekend availability during busy event season required </li> </ul> Key Responsibilities Lead & Client Follow-Up (CORE) <ul> <li> Follow up with warm leads via calls, texts, emails, and CRM communication </li> <li> Maintain consistent follow-up cadence until leads convert or close </li> <li> Send templated emails, event information, quotes, videos, and photos </li> <li> Schedule discovery calls, consultations, and site visits </li> <li> Keep communication friendly, natural, and relationship-focused </li> </ul> Admin & Coordination <ul> <li> Manage inboxes and calendars </li> <li> Confirm appointments and reminders </li> <li> Handle Certificates of Insurance (COIs) and venue paperwork </li> <li> Ensure venues receive all required documentation before events </li> <li> Update CRM notes, tasks, and lead statuses accurately </li> <li> Create and improve templates, checklists, and repeatable workflows </li> <li> Coordinate with vendors and production teams for smooth handovers </li> </ul> Reporting & Operational Support <ul> <li> Track lead pipeline activity and follow-up metrics </li> <li> Provide end-of-day updates and weekly reports </li> <li> Flag risks, blockers, or missed follow-ups proactively </li> </ul> Must-Have Requirements <ul> <li> 3+ years experience in: <ul> <li> Executive Assistance </li> <li> Admin Support </li> <li> Customer Service </li> <li> Sales Support </li> <li> Events Coordination </li> </ul> </li> <li> Strong spoken and written English </li> <li> Extremely natural conversational communication style </li> <li> Strong follow-through and organizational skills </li> <li> Comfortable making warm outbound calls </li> <li> CRM experience </li> <li> Google Workspace proficiency </li> <li> Strong task management and attention to detail </li> <li> Ability to work independently and proactively </li> <li> Comfortable learning new systems and tools quickly </li> </ul> Nice-to-Haves <ul> <li> Weddings/events industry experience </li> <li> AV/event production exposure </li> <li> Vendor coordination experience </li> <li> COI or venue paperwork experience </li> <li> Calendly, Slack, WhatsApp experience </li> <li> Spreadsheet reporting skills </li> <li> Apple/Mac familiarity preferred </li> <li> Canva experience helpful </li> </ul> Ideal Personality <ul> <li> Human and conversational — not scripted </li> <li> Warm, personable, and engaging </li> <li> Calm under pressure </li> <li> Detail-obsessed </li> <li> Ownership mentality </li> <li> Proactive and urgent with follow-ups </li> <li> Adaptable and coachable </li> <li> Reliable and flexible </li> <li> Comfortable in fast-moving environments </li> </ul> Success Metrics <ul> <li> Fast response times </li> <li> No missed follow-ups </li> <li> Zero missed venue documentation </li> <li> Accurate CRM updates </li> <li> Increased booked consultations and conversions </li> <li> Reliable communication and reporting </li> </ul> <div>$700 - $800 a month</div> Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM

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