Executive/Admin Assistant

3 days ago

Philippines Assist World Full time ₱600,000 - ₱840,000 per year

The Company DJ & event services business delivering lighting/AV and entertainment for weddings, sweet 16s, and corporate events (~100 events/year; busiest in summer). You'll be the owner's right hand—keeping the pipeline moving, clients informed, and mission-critical details buttoned up so nothing falls through the cracks. What You'll Do Lead & Client Follow-Up (Primary) ● Own day-to-day follow-ups with warm leads (no cold calling). ● Place friendly check-in calls/texts and send templated emails (videos, photos, quotes, info packs). ●Schedule discovery calls/site visits; confirm next steps and deadlines. ● Maintain a consistent follow-up cadence (e.g., every 2–3 days) until a clear yes/no. Coordination & Admin ● Inbox & calendar management: prioritize messages, set reminders, confirm appointments. ● COIs & venue paperwork: request certificates of insurance, confirm load-in lists, and make sure venues have every required document before event day. ● Keep the CRM spotless: log calls, update lead statuses, notes, and tasks. ● Create and refine email templates, snippets, and checklists for repeat workflows. ● Liaise with production manager and vendors to ensure smooth handoffs and logistics. Quality & Reporting ● Track pipeline metrics (new leads, follow-ups due, booked meetings, conversions). ● End-of-day summaries and weekly snapshot reports (wins, risks, blockers, next actions). Must-Have Skills & Experience ● 3+ years in admin, customer service, sales support, or EA roles (service or events industry a plus). ● Confident, native-level English (written & spoken) with a warm, natural phone manner. ● Proven follow-through: you live in your task list and don't miss deadlines. ● Strong organizational chops and project-management mindset (checklists, trackers, SOPs). ● Comfortable making friendly warm calls and moving conversations forward. ● Tools: Google Workspace, any modern CRM, and cloud docs; able to learn OpenPhone quickly. Ideal Candidate – Personality Traits ● Human, not robotic: conversational, personable, and comfortable building rapport ("Hi Client, just checking in—how's the wedding planning going?"). ● Detail-obsessed & reliable: triple-checks documents (COIs, venue forms) to avoid event-day issues. ● Ownership mentality: sees gaps, flags risks early, proposes fixes, and closes the loop. ● Proactive & urgent: treats follow-ups like VIP tasks; nudges the right people at the right time. ● Calm under pressure: summers get busy—You organize chaos without dropping balls. ● Coachable & adaptable: open to feedback; iterates templates and processes to improve speed/quality. ● Ethical & discreet: handles client data and vendor details with care. Nice-to-Haves ● Background in weddings/events/AV/venues. ● Experience coordinating vendor paperwork (COIs, permits, load-in schedules). ● Familiarity with WhatsApp/Slack, Calendly, and basic spreadsheet reporting. Success Looks Like (90-Day KPIs) ● Lead response time: within 2 business hours; inbox SLA:

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