Operations & Growth Virtual Assistant — Photo Booth/Event Company

# Operations & Growth Virtual Assistant
**Remote | Part-Time | 8–10 Hours/Week | Long-Term**

ProSnap Booth is an Atlanta-based photo booth and event experience company serving weddings, corporate events, schools and private events.

We're looking for a highly organized, proactive Virtual Assistant to help manage the behind-the-scenes operations of the business.

This is not a basic data-entry position. We're looking for someone who can learn our systems, stay on top of multiple moving pieces, communicate professionally with clients and business partners, and identify things that need attention before they become problems.

## Your Core Responsibilities

### Event & Client Operations
- Review upcoming booked events and make sure required information is being completed on time.
- Monitor client payments, design submissions, questionnaires and other event requirements.
- Follow up with clients when information or action is missing.
- Maintain accurate client notes, tasks and event information.
- Identify upcoming events that may have missing information, staffing issues, overdue designs, payment issues or other potential problems.
- Bring issues to the owner before they become urgent.
- Help maintain our event readiness/checklist process.

### CRM & Lead Management
- Work daily inside GoHighLevel.
- Maintain contacts, opportunities, tasks, tags and notes.
- Add new prospects to the appropriate sales/relationship-development pipeline.
- Move opportunities through the correct pipeline stages.
- Complete scheduled follow-up tasks.
- Keep CRM records organized and accurate.
- Identify opportunities that need owner involvement.

### Venue & Partnership Outreach
- Research wedding venues and other potential referral partners.
- Send personalized Instagram and/or email outreach.
- Complete scheduled follow-ups.
- Monitor incoming responses.
- Distinguish genuine human responses from automated replies.
- Maintain conversations professionally without sounding scripted or spammy.
- Ask appropriate qualification questions.
- Determine whether a venue has a preferred-vendor list or partnership opportunities.
- Keep qualified prospects moving toward a phone conversation, meeting or venue walkthrough with the owner.
- Escalate strong opportunities when the owner should personally step into the conversation.

### Email & Communication Monitoring
- Monitor the company inbox for actionable messages.
- Identify leads, client questions, venue responses and open conversations requiring attention.
- Follow up when appropriate.
- Draft responses for owner review when necessary.
- Make sure important conversations do not sit unanswered.
- Surface anything urgent or financially important.

### Social Media Support
- Select strong images/content from completed photo booth events.
- Organize marketing assets.
- Schedule Instagram/social posts through GoHighLevel.
- Submit posts for approval.
- Maintain the weekly posting schedule.
- Follow established branding/content guidelines.

### Weekly Operations Review
- Prepare for a weekly planning meeting with the owner.
- Review upcoming events, leads, outstanding client actions, pipeline activity and important follow-ups before the meeting.
- Be prepared to explain what is complete, what is waiting, what is overdue and what requires the owner's attention.
- Capture new action items and ensure they are followed through afterward.

## Systems You'll Work With

Experience with every system is not required, but you must be comfortable learning software quickly.

Primary tools include:

- GoHighLevel
- Gmail
- Google Calendar
- TickTick
- Instagram / Meta
- Google Drive
- BoothBook or similar booking/event-management software
- ChatGPT/AI tools

**GoHighLevel experience is highly preferred.**

## The Person We're Looking For

You should be:

- Extremely organized and detail-oriented.
- Dependable and consistent.
- Comfortable working independently.
- A strong written English communicator.
- Able to communicate naturally rather than sounding like a template.
- Proactive — you notice problems instead of waiting to be told about them.
- Comfortable following SOPs while still using good judgment.
- Able to manage several small responsibilities without losing track of them.
- Comfortable communicating with wedding venues, clients and business professionals.
- Able to recognize when you can handle something yourself and when the owner needs to step in.
- Tech-savvy and willing to troubleshoot before immediately asking for help.
- Comfortable using AI such as ChatGPT to research, draft and problem-solve.
- Interested in a long-term role and growing with a small business.

## Schedule

Approximately **8–10 hours per week to start**.

We strongly prefer someone who can provide some availability **Monday through Friday during U.S. Eastern Time business hours** rather than completing all hours on one or two days.

There will also be one recurring weekly planning meeting.

Additional hours may become available as the business grows.

## Compensation

Target starting range:

**$6–$7 USD/hour depending on experience and skill level.**

Long-term growth and additional responsibility are available for the right person.

## Success in This Role Looks Like

After training, the owner should not have to constantly ask:

- Did that client respond?
- Did they make their payment?
- Did they submit their design information?
- Did we follow up with that venue?
- Did anyone reply to our outreach?
- Is something being forgotten for next weekend?
- Did that email ever get answered?

Your job is to help create confidence that the operational details of the business are being watched and handled.

## To Apply

Please send:

1. A short introduction about yourself.
2. Your location and time zone.
3. Your desired hourly rate.
4. Your availability during U.S. Eastern Time.
5. Your experience with GoHighLevel or another CRM.
6. Your experience managing email, client follow-up, pipelines, social media or business operations.
7. An example of a situation where you noticed a problem and solved it without being asked.
8. A 60–90 second video introduction.

In your application, also answer this question:

**If you noticed that an event was seven days away, the client's final payment was complete, but their design information had still not been submitted, what would you do?**