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Administrative & Operations Assistant – Creative Support

hace 6 minutos

Colombia BogotaMéxico Ciudad de MéxicoMedellinCaracasGuadalajaraCancúnMonterreyArequipaCaliBarranquillaCartagenaManagua ScaleUp A tiempo completo

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 venue 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