Events Virtual Assistant

Job Summary:
Make a difference with us as a Wedding Planning Coordinator who keeps our weddings running smoothly behind the scenes. You’ll handle daily correspondence with vendors and hotels, coordinate logistics from booking through to the wedding day, and keep every detail tracked across several weddings happening at the same time. We’d be thrilled to hear from you if you’re highly organized, write clearly, chase things down without being asked, and stay calm when lots of moving parts need attention on the same day.

Key Responsibilities:

• Handle ongoing email and WhatsApp correspondence with vendors, hotels, and venues
• Request, gather, and compare supplier quotes, availability, and contract details
• Coordinate wedding logistics, including bookings, deliveries, timings, and supplier arrivals
• Keep detailed trackers on the status of every wedding in progress
• Follow up on outstanding replies, confirmations, and documents until each one is closed out
• Build and update event timelines, checklists, and running orders
• Keep files, contracts, and supplier details organized and easy to find
• Flag scheduling conflicts, delays, or missing information early so they can be resolved
• Prepare status and next-step summaries across concurrent weddings
• Support the planning team with daily administrative coordination

Mandatory Skills:

• Excellent written English with a clear, polite, and professional tone for supplier correspondence
• Proven experience coordinating several projects or events at once without losing track
• Exceptional organizational skills and accuracy with dates, times, names, and numbers
• Confident handling high volumes of email and WhatsApp correspondence
• Strong follow-up discipline and the persistence to chase outstanding items until they’re resolved
• Comfortable working in spreadsheets and shared trackers or project management tools
• Sound judgment about what to handle directly and what to escalate
• Focused, careful, and able to manage your own time
• Strong communication skills and a collaborative approach

Preferred Skills:

• Background in events, weddings, hospitality, travel, or venue coordination
• Experience corresponding with hotels, venues, or suppliers about bookings and contracts
• Familiarity with project management tools such as Notion, ClickUp, Asana, or Trello
• Experience preparing event timelines, run sheets, or supplier schedules
• Comfortable with last-minute changes and shifting priorities
• At ease with several projects on the go at once, even under deadline pressure

Why Join Us:
You’ll work on real events with real deadlines, where your organization shapes how someone’s wedding day turns out. The team is collaborative and the work is varied, since no two weddings are alike. If you take pride in being the person who never lets a detail slip, you’ll fit in well here.