Virtual Assistant

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: TYPE OF WORK

Full Time

: SALARY

1000

: HOURS PER WEEK

40

: DATE UPDATED

Aug 19, 2026

JOB OVERVIEW

About us
True AV is a live event production company based just outside Salt Lake City. We do sound, lighting, and video for corporate events, conferences, galas, and high-end weddings — usually the ones with a live band on stage. Our founder spent 10 years touring as a production manager and has mixed thousands of bands, so we handle live music better than almost anyone in our market.

We are small on purpose and growing fast. Our name means something: we tell clients the truth about what things cost and what they're getting. We expect the same honesty internally.
Right now the owner is doing too much of the back office himself. That's the job we're hiring for.

What you'll actually do
This is not a "post to Instagram and check email" role. You will be the operational spine of the company.
Day to day:

Scheduling & crew coordination
Maintain the master event calendar so nothing ever double-books
Reach out to our subcontractor crew (audio techs, lighting techs, camera ops) to staff each event, confirm call times, and chase down anyone who hasn't confirmed
Keep the crew database current — availability, rates, certifications, contact info
Send call sheets and reminders before every event

Vendor management
Coordinate with venues, rental houses, staging companies, and other AV vendors
Track gear rental orders, delivery windows, and returns
Follow up relentlessly. Nothing sits unanswered.

Quotes & proposals
Draft itemized quotes and proposals from the owner's notes or a short voice memo
Keep our pricing sheets and proposal templates accurate and up to date
Follow up on outstanding quotes on a schedule (this is where most of our lost revenue hides)

Government & institutional bids
Research open RFPs and bid opportunities on government, university, and municipal procurement portals
Read the requirements, flag the ones worth pursuing, and assemble the submission packet
Track deadlines, registrations, and required documentation so we never miss a filing window

Bookkeeping & bill pay
Categorize transactions and keep the books clean and current (QuickBooks Online)
Pay vendor bills on schedule; send client invoices and chase receivables
Reconcile accounts monthly and flag anything that looks off
Track event profitability so we know which jobs actually made money

Insurance & compliance
Request and send certificates of insurance (COIs) to venues and clients, often on short notice
Keep policies, W-9s, and subcontractor paperwork organized and current
Communicate with our insurance broker on renewals and claims

Social media management
Manage Instagram, Facebook, and LinkedIn: schedule posts, write captions, respond to comments and DMs
Build content from the photos and video we capture at events (basic editing in Canva or CapCut)
Keep a consistent posting rhythm so we look as active as we actually are
Who this is for

You'll do well here if:
You have 3+ years supporting a US-based small business owner as an EA or operations VA
You have real bookkeeping experience, not just data entry. QuickBooks Online proficiency is required.
You are comfortable writing quotes, proposals, and professional emails in flawless English
You genuinely enjoy research, digging through a procurement portal to find the one bid worth chasing sounds interesting to you, not tedious
You are the kind of person who notices a conflict on the calendar before anyone else does
You follow up without being asked. Twice. Three times if needed.
You can hold a lot of moving pieces at once without dropping any of them

Nice to have (not required):
Experience in events, AV, production, construction, or another scheduling-heavy service business
Experience with government contracting or RFP responses
Design skills in Canva

Tools we use or will use: Google Workspace, QuickBooks Online, Canva, and a project management tool (Asana or ClickUp). If you don't know one of these but learn software quickly, say so.

What we offer
Full-time, long-term, stable work with a growing company
Direct access to the owner, no layers of management
Real ownership over your areas. Once you've earned trust, you run them.
Room to grow into an Operations Manager role as we scale
How to apply

Watch this video first, it explains the role, the company, and exactly what we're looking for:

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Then send your application. Applications from people who clearly didn't watch the video will be deleted without reply.

SKILL REQUIREMENT

Bookkeeping Social Media Content Creation Communication

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Virtual Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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