Event Operations Assistant

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TYPE OF WORK

Full Time

SALARY

$850-$1000

HOURS PER WEEK

40

DATE UPDATED

Oct 2, 2026

JOB OVERVIEW

About Us
We are a growing, US-based wedding and event photography and videography studio
dedicated to capturing once-in-a-lifetime celebrations. We pride ourselves on delivering
a five-star, high-touch experience to our couples, maintaining clear standards for our
creative subcontractors, and building an organized, supportive behind-the-scenes
culture.

The Opportunity: What We Are Looking For
We are searching for a sharp, proactive, and detail-oriented Event Operations Assistant
to serve as the operational backbone of our studio.
This is not a traditional data-entry virtual assistant role. We need a reliable partner with
a background in photography or video production who understands camera media, is
comfortable curating and editing sneak peeks in Lightroom, and can confidently
navigate event day logistics (there is no expectation to edit full galleries, we have an
editing team already established).
In this role, you will be the bridge between our couples, our on-site shooters, and our
editing team. You will oversee timelines in Sprout Studio, audit incoming raw files before
contractor payments are approved, keep clients excited and informed via warm SMS
and email communication, and act decisively when unexpected schedule conflicts or
emergency cancellations arise.

Event Operations Assistant: Core Responsibilities
1. CRM & Event Coordination (Sprout Studio)
• Subcontractor Assignment: Assign confirmed lead photographers, second
shooters, and videographers to upcoming bookings within Sprout Studio.
• Editing Pipeline & Gallery Assignment: Assign event galleries and raw asset
batches to external editors based on project type, editor bandwidth, and agreed
turnaround deadlines.
• Timeline & Details Maintenance: Ensure all event profiles contain up-to-date
timelines, venue addresses, contact info, and custom client shot lists before the
shoot date.
• Milestone Tracking: Monitor scheduled events week-over-week to verify that all
preparation, shooting, editing, and delivery milestones remain on schedule.

2. Media Intake & Asset Auditing (Pre-Payment Verification)
• Contractual File Audits: Inspect raw file uploads from shooters to confirm every
contracted deliverable is present (e.g., verifying Camera A, Camera B, drone
footage, and external lapel/soundboard .wav audio files).
• Technical Completeness Checks: Confirm file counts, verify that raw files are
readable and uncorrupted, and ensure standard card-dump folder conventions
were followed.
• Payment Clearance Flagging: Mark projects as "Assets Verified" in the CRM so
management knows the subcontractor's invoice is cleared for payment release
(without scheduling or releasing funds directly).
• Missing Asset Follow-Up: Promptly reach out to photographers and
videographers if assets are missing, links are broken, or uploads are incomplete.

3. Editor Asset Management & Cold Storage Archival
• Final Deliverable Receipt: Confirm that editors have uploaded all completed
project assets (e.g., final high-res photo galleries, highlight films, project files).
• Cold Storage Migration: Transfer and organize all raw media and final edited
assets into long-term cold storage (e.g., AWS, Dropbox, Google Drive) using
standardized naming conventions and folder structures.
• Archive Maintenance: Keep storage drives indexed and organized so historical
projects can be retrieved immediately if a client requests re-delivery or album
design assets later.

4. Emergency Subcontractor Dispatch
• On-Call Issue Response: Handle sudden, last-minute cancellations, illnesses,
or travel emergencies from shooters leading up to or during event days.
• Backup Roster Activation: Rapidly broadcast availability requests to the pre-
vetted emergency network of photographers and videographers to lock in
replacement coverage.
• Logistical Handoff: Transfer shoot details, timelines, gear expectations, and
Sprout Studio assignments to the replacement shooter and notify management
once coverage is secured.

5. Client Communications (Email & SMS)
• Inquiry Management: Monitor and respond to client questions via email and text
message during active shift hours.
• Timeline & Status Updates: Provide clients with warm, reassuring updates on
where their project sits in the editing pipeline and when to expect their final
galleries or films.
• Information Intake: Collect missing questionnaire details, updated wedding day
timelines, or special requests from clients and log them into Sprout Studio.

6. Sneak Peek Gallery Management & Production
• Photographer Submission Auditing: Check post-wedding uploads to verify
whether the lead photographer opted into the sneak peek bonus and submitted
their own edited previews.
• Backup Culling & Editing: If the photographer opts out or fails to submit edits,
review the raw intake files, select 10 to 20 key highlight frames (portraits, core
ceremony moments, reception details), and edit them using studio presets and
basic adjustments (exposure, white balance, framing).
• Gallery Creation & Upload: Create, upload, and format the 10 to 20 image
sneak peek gallery inside Sprout Studio or client proofing software.
• Early Delivery Handoff: Send the sneak peek gallery link to the client via email
and SMS within the studio's designated turnaround window (e.g., 24 to 72 hours
post-event).

7. Seasonal Studio Projects & Systems Optimization (Off-Peak Focus)
During slower event months (typically late fall through winter), daily operational volume
naturally decreases. During these periods, focus transitions to studio improvement,
marketing operations, and administrative preparation for the upcoming season,
including:
• Subcontractor Recruitment Support: Assisting with seasonal hiring campaigns
by reviewing incoming photographer/videographer portfolios against studio
standards, logging candidate details, and sending onboarding agreements.
• Marketing & Social Coordination: Scheduling pre-approved social media
content, setting up publishing automations, and updating blog features with
recent event imagery to support organic search visibility.
• CRM & Workflow Optimization: Auditing and refining Sprout Studio templates,
canned emails, questionnaire workflows, and vendor directories.
• Digital Storage & File Maintenance: Conducting routine audits of active cloud
storage drives, organizing folder structures, and archiving completed assets.
• Administrative Project Support: Assisting with vendor document tracking,
timeline audits, and general operational tasks as directed by studio leadership.

Qualifications & Requirements
Must-Haves (Core Requirements)
• US Eastern Shift Alignment: Proven ability to work full-time graveyard hours
(typically 9:00 PM – 6:00 AM PHT / 9:00 AM – 6:00 PM EST), Monday through
Friday.
• Photography / Videography Literacy: Practical familiarity with photography or
video production workflows—you know how camera card dumps work,
understand RAW vs. JPEG files, and recognize standard video/audio formats
(.MOV, .MP4, .WAV).
• Basic Photo Culling & Editing Skills: Hands-on experience using Lightroom
(or comparable editing software) to cull raw images, apply presets, and make
basic adjustments (exposure, white balance, crop) for 10–20 photo sneak peeks.
• Meticulous Digital Asset Management: High attention to detail when
organizing large file libraries; disciplined with standardized folder structures and
cloud storage systems (Dropbox, Google Drive, or AWS).
• Excellent Written English: Strong written communication skills with the ability to
text and email US wedding clients and creative contractors warmly, clearly, and
professionally.
• Calm Problem-Solving: Ability to think on your feet and act decisively when
unexpected schedule conflicts or emergency shooter cancellations arise.
• Reliable Remote Workstation: A dependable computer capable of handling
image batch previews/edits, a primary high-speed fiber internet connection, and
a secondary backup connection or power solution (UPS/hotspot) for shift
continuity.

Nice-to-Haves
• Prior experience using Sprout Studio or similar creative studio CRMs
(HoneyBook, Dubsado, Studio Ninja).
• Background in a US-facing BPO role, creative agency, or wedding
photography/videography studio.
• Basic understanding of professional wedding camera gear (e.g., dual card slots,
full-frame bodies, external audio lapels).

Compensation & Schedule
• Monthly Flat Retainer: $850 – $1,000 USD / month based on direct experience
with studio operations and photo editing.
• Payment Terms: Paid on the 1st and 15th of the month in USD, covering all
transfer processing fees so you receive your full earnings.
• 13th-Month Pay: Eligible for an annual 13th-month bonus.
• Work Arrangement: 100% remote, full-time position (40 hours per week, year-
round).
• Working Hours: Monday through Friday, US Eastern business hours (typically
9:00 AM – 5:00 PM EST / 9:00 PM – 5:00 AM PHT). Shifts remain steady year-
round, with daily duties shifting between live event management during peak
season and studio improvement projects during off-peak season.

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