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 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 Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM Originally posted on Himalayas