MUST BE WILLING TO WORK US TIME ZONE HOURS
Virtual Assistant for Event Management and Project Administration…
Est. 10-15 hours weekly workload. Additional work may be given outside of below scope as needed and as time permits.
Experience Required:
Past project management or event planning experience.
Proficient in scheduling and calendar management.
Experience with tools like Gmail, Google Workspace, Google Chat, Teamwork.com, Notion, CRMs (Tave), and quoting tools.
Familiarity with events and weddings industry a plus.
Desired Traits:
Strong English writing abilities (can be enhanced with GPT assistance).
Good organizational and time management.
Ability to respond professionally and timely in client communications.
Meticulous attention to detail, especially when managing event information, scheduling, and task updates.
Ability to track tasks and follow through on project timelines without overlooking small details.
Capable of identifying issues and suggesting improvements for processes and workflows.
Ability to manage time effectively, prioritizing tasks and meeting deadlines within a flexible, part-time schedule.
Ability to adapt to new software and tools efficiently.
A client-focused approach, ensuring high levels of customer satisfaction and smooth communication with clients, partners, and vendors.
Ability to adjust to evolving project scopes and requirements.
Works well coordinating with other team members, subcontractors, and designers.
Willing to take direction and offer support when necessary.
Tools:
Gmail, Google Chats, Calendar, Google Docs/Drive.
ChatGPT for assisting in email communications.
Teamwork.com for project management job tasks.
CRM & quoting tool (Tave)
Notion for Documentation
Daily Tasks:
Monitor and manage emails, prioritizing and triaging as necessary.
Create and update tasks in Teamwork.com based on email to-dos from client requests.
Ensure event details are accurate and up-to-date, especially for events within the next 2-4 weeks.
Coordinate with sub-contracted providers for out-of-state events.
Invite/confirm employee schedule for in-state events.
Send quotes using predetermined templates and pricing for standard events.
Manage the ownerÂ’s calendar, scheduling client meetings as requested.
Review and update Teamwork.com tasks related to upcoming events.
Draft email responses on behalf of the owner as familiarity with processes grows.
Weekly Tasks:
Coordinate with designers on template designs and custom backdrops.
Share designs with clients for approval and manage revisions.
Generate Certificates of Insurance (COI) as per client and venue requirements.
Send event updates to white-label partners and clients.
Follow up with clients post-event, providing gallery links and requesting reviews.
Respond to reviews on Google My Business, WeddingWire, and The Knot.
Uploading graphics into photo booth portal for some virtual events (headers, footers, logo, etc. following a set of event guides)
Monthly Tasks:
Conduct outreach and lead research, compiling potential clients, partners, or affiliates.
Proactively suggest improvements and ideas to help the business.
Identify opportunities for automation and process streamlining.
Maintain and clean up CRM data, ensuring accurate pricing and updated templates.
Learn about industry trends, ask questions and deepen learning on software/tools/etc used.
One-off Tasks:
Handle specific client requests that are not standardized.
Assist the owner with small projects when appropriate.
Other tasks that come up as needed and fit into skillset.
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