Administrative & Operations Assistant – Creative Support

Administrative & Operations Assistant – Creative Support

Employment Type: Contractor (Long-term)

Schedule: Full-time

Location: 100% Remote (LATAM preferred)

Time Zone: EST (US business hours)

Language: Advanced / Fluent English (written & spoken)

About the Company

Our client is a US-based live events and entertainment group, known for delivering premium, high-touch experiences. One of its business units focuses almost exclusively on high-end weddings, working closely with couples, wedding planners, and venues.

The company operates in a fast-paced, creative, and client-driven environment, where attention to detail, presentation quality, and follow-through are critical. The team has worked remotely for several years and values clear communication, ownership, and proactive problem-solving.

About the Role

This role is equal parts virtual operations, sales and meeting support, Canva-based proposal polish, and light marketing coordination. You will work closely with a senior creative and sales lead who excels at big ideas and client relationships but needs strong operational and organizational support.

This is not a basic admin role. The ideal candidate is proactive, visually sharp, comfortable supporting a creative and fast-moving leader, and capable of turning messy input into clean, client-ready outputs that directly impact sales and client experience.

Key Responsibilities Organization, Sales & Meeting Support

Manage inbox, calendar, reminders, and follow-ups

Track leads, proposals, contracts, deposits, and next steps

Prepare for meetings by:

Organizing agendas and talking points

Pulling relevant client details, proposals, and documents

Ensuring meetings are approached informed and well-prepared

Handle meeting de-briefs by:

Capturing notes and action items (This includes review of AI transcripts and recordings.)

Following up on next steps

Ensuring commitments are completed

Keep sales activity moving forward consistently

Proposals & Presentation Polish

Turn rough ideas into clean, modern, wedding-ready proposals

Build, edit, and maintain proposal templates using Canva and Google Slides

Ensure all client-facing materials look premium, polished, and on-brand

Help prevent lost deals due to unclear, outdated, or poorly designed proposals

Client and Vendor Communication, Writing & Revenue Support

Draft professional, warm client emails on behalf of the sales lead

Work with clients to develop their photo booth concepts and designs.

Write and manage automated email sequences for:

Upsells and add-ons

Planning reminders

Additional services and enhancements

Ensure messaging feels personal, polished, and sales-smart

Send pre-event emails to vendors and venues sharing information and details.

Light Marketing & Social Support

Assist with basic social media organization and scheduling

Help repurpose event photos and videos into simple posts or stories

Maintain consistency in brand voice and tone

Support marketing efforts (this is not a full social media manager role)

Internal Coordination & Operations (Critical)

Act as a bridge between the wedding unit and the broader operations team

Translate client conversations and creative vision into:

Clear event details

Accurate timelines

Complete operational information

Correct floor plans.

Ensure events are properly documented and ready for execution

Catch missing details before they become operational problems

Systems & Process Support

Help organize workflows, SOPs, and task tracking

Work within CRMs, scheduling tools, and project management systems

Identify inefficiencies and suggest process improvements

Keep day-to-day operations clean, organized, and scalable

Requirements

Advanced / fluent written English (client-facing, critical)

Strong organizational skills and exceptional attention to detail

Proactive, self-directed, and comfortable owning tasks end-to-end

Experience supporting a creative, fast-moving personality

Hands-on Canva experience required (proposals, decks, visual materials)

Ability to turn messy input into clean, client-ready output

Nice to Have (Bonus)

Experience in weddings, events, hospitality, or creative agencies

Experience supporting salespeople, founders, or executives

Familiarity with CRMs, email automation tools, and project management systems

Basic understanding of marketing funnels, upsells, and client journeys

Strong visual instincts and design sensibility

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

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5. HOW DO YOU PROCESS INFORMATION?

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6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

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Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...