Full-Time Virtual Assistant — Event Operations, Booking & Research Support

Compensation
- $750/month
- Full-time
- American employer
- Flexible hours in PHST, with some overlap for communication as needed
_______________________________________________________________________________________________________
Job Overview
We are a growing U.S.-based event and marketing company looking for a highly organized, experienced Virtual Assistant to support our team across event operations, booking follow-up, admin coordination, and research support.

This is not an entry-level VA role. We need someone who already understands how to manage moving parts, keep records clean, follow up without being chased, and help keep priorities moving across multiple systems.
_______________________________________________________________________________________________________
You will support execution in two key areas:
1. Event operations support — helping keep approved staffing, vendor bookings, and follow-up tasks moving
2. Growth/admin support — helping with research, list building, contact cleanup, newsletter loading, and organized admin support for leadership

We are looking for someone who is detail-oriented, dependable, proactive, organized, and comfortable using AI tools to improve speed and efficiency without lowering quality.
_______________________________________________________________________________________________________
About Us
We are a U.S.-based experiential marketing and event management company. Our work includes event staffing, vendor coordination, community events, marketing support, and operational execution. We move fast, and we need a VA who can help keep both execution and back-end support organized.
_______________________________________________________________________________________________________
What You’ll Be Doing
1. Event Operations / Booking Support
- Follow up with approved staff, vendors, and contractors to confirm availability and bookings
- Send routine reminders, confirmations, and follow-up messages using approved templates
- Keep booking trackers, follow-up sheets, and event status records current and accurate
- Update systems such as spreadsheets, notes, tags, and scheduling records when changes happen
- Help organize event-related documents and Dropbox folders
- Prepare clean event notes and payroll-support information for final internal review
- Flag problems early, including booking delays, no-response issues, timing concerns, and record gaps

2. Research / Admin / Growth Support
- Build and maintain sponsor, venue, vendor, partner, and market research lists
- Help with opportunity tracking, first-pass research, and admin support tied to growth initiatives
- Clean up spreadsheets, contact lists, tags, and CRM-style records
- Support newsletter loading, contact segmentation, and simple campaign admin tasks
- Help with event listings, directory listings, and other approved visibility tasks
- Turn raw research into clean summaries or decision-ready briefs
- Keep support files and documentation organized and easy to find

3. Process / Efficiency Support
- Document repeatable tasks that should become SOPs, templates, or automations
- Help leadership identify repetitive work that can be improved
- Be open to using AI tools to save time, improve organization, and reduce manual work
- Follow systems carefully while also helping spot inefficiencies
_______________________________________________________________________________________________________
What We’re Looking For:

1. Required
- Previous experience as a Virtual Assistant, Operations Assistant, Admin Assistant, Project Coordinator, or similar support role
- Strong written English
- Strong attention to detail
- Excellent follow-up habits
- Strong spreadsheet and tracker management skills
- Comfortable managing many small tasks without dropping details
- Strong internet research skills
- Able to follow instructions, templates, naming rules, and escalation processes
- Comfortable working with AI tools to improve efficiency and speed
- Able to identify when to escalate instead of making assumptions
- Reliable internet and dependable work habits

2. Preferred
- Experience supporting U.S.-based teams
- Experience in events, staffing, hospitality, agencies, or coordination-heavy work
- Experience with Connecteam or similar scheduling tools
- Experience with newsletters, contact list cleanup, or marketing admin
- Experience with Dropbox, Google Sheets, and task tracking systems
- Experience working offshore while supporting a fast-moving U.S. business
_______________________________________________________________________________________________________
Important Notes
- This is not for brand-new VAs
- We want someone who can take ownership of execution support, not someone who needs constant hand-holding
- This role does not own strategy, final decision-making, or leadership communications
- This role is for someone who is excellent at follow-through, organization, documentation, and support execution
- Please do not apply if you are brand new to VA work or if you are uncomfortable with detailed follow-up, spreadsheet tracking, and process-based support work.
_______________________________________________________________________________________________________
Work Schedule
- Full-time
- Flexible hours in PHST
- American employer
- Some responsiveness during agreed communication windows is important
- Role is output- and reliability-driven, not micromanagement-driven
_______________________________________________________________________________________________________
What Success Looks Like
- Follow-up tasks do not sit untouched
- Booking and admin records stay current and trustworthy
- Research is clean, organized, and actually usable
- Leadership spends less time chasing updates and cleaning up incomplete work
- You help the team move faster by being organized, accurate, and dependable
_______________________________________________________________________________________________________
To Apply

Please answer the questions below in your application. We are looking for thoughtful, specific answers — not generic copy-paste responses.

1. Tell us about your experience in VA, operations, booking, coordination, or research support work.
2. What types of systems or tools have you used to track tasks, bookings, or follow-up?
3. Describe a role where you had to manage many moving parts at once. How did you stay organized?
4. Tell us about a time you caught an error or prevented something from slipping through the cracks.
5. What AI tools have you used for work, and how have you used them to save time or improve quality?
6. What types of tasks do you believe should be escalated instead of handled independently?
7. Have you supported a U.S.-based employer before? If yes, describe the type of work.
8. What is your internet backup plan if your main connection goes down?
9. Why are you a good fit for this specific role?
10. Include the phrase “Nothing slips quietly” in the first line of your application so we know you read the full post.