执行官/行政助理（活动与娱乐）
Executive/Admin Assistant (Events & Entertainment)
概述
我们正在寻找一位高度有条理、善于沟通且积极主动的行政助理，以支持一家专注于婚礼、企业活动、视听、灯光和DJ服务的快节奏活动与娱乐业务。
此职位适合在面向客户的支持岗位中表现出色，并享受平衡客户沟通、行政协调和运营跟进的人选。你将成为老板的得力助手——确保线索得到持续跟进，客户感到支持，关键的活动文件和物流从不被遗漏。
理想的候选人热情、善于交流、注重细节，能够自然地与客户沟通，而不显得刻板或机械化。
地点与时间
- 远程办公
- 优先考虑南非本地候选人
- 初期为兼职（每周20小时）
- 有转为全职的可能（每周40小时）
- 必须与美国东部标准时间（EST）的工作时间重叠
- 在繁忙的活动季节需偶尔在周末工作
主要职责
线索与客户跟进（核心职责）
- 通过电话、短信、邮件和CRM进行温暖线索跟进
- 保持持续跟进节奏，直到线索转化或关闭
- 发送模板邮件、活动信息、报价、视频和照片
- 安排初步会议、咨询和现场考察
- 保持沟通友好、自然且以关系为导向
行政与协调
- 管理收件箱和日历
- 确认预约和提醒
- 处理保险证明（COIs）和场地文件
- 确保活动前所有必要文件送达场地
- 准确更新CRM中的笔记、任务和线索状态
- 创建并优化模板、检查清单和可重复的工作流程
- 与供应商和制作团队协调，确保顺利交接
报告与运营支持
- 跟踪线索管道活动和跟进指标
- 提供每日结束时的更新和每周报告
- 主动标记风险、障碍或未跟进的情况
必备要求
- 3年以上相关经验，包括：
- 高级行政助理
- 行政支持
- 客户服务
- 销售支持
- 活动协调
- 流利的英语口语和书面表达能力
- 非常自然的对话沟通风格
- 强大的执行力和组织能力
- 擅长进行温暖的外呼电话
- CRM使用经验
- 熟练使用Google Workspace
- 强大的任务管理和细致入微的注意力
查看英文原文
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