Virtual Assistant

Virtual Assistant – Ivory Events & Weddings

About the Business

Ivory Events & Weddings is a London-based luxury wedding and events planning business specialising in Asian weddings and culturally rich celebrations. We deliver high-touch, detail-oriented planning experiences for our clients, working with premium suppliers and managing multi-day events.

We are entering a growth phase and are looking for a proactive, organised Virtual Assistant to support the administrative and coordination side of the business.

Role Overview

The Virtual Assistant will act as operational support to the Director, managing key administrative, client coordination, and supplier communication tasks.

This role includes being client-facing supporting day-to-day communication, maintaining organisation across planning, and ensuring a seamless and premium client experience throughout.

Key Responsibilities

1. Client Management, Communication & Planning Support

• Manage and update client planning boards (Trello)
• Track planning progress, deadlines, and key milestones
• Accurately log all client notes, preferences, and updates
• Actively manage client group chats (e.g. WhatsApp), moderating daily communication
• Respond to routine client queries in a timely, professional manner
• Escalate key decisions or sensitive queries to the Director where needed
• Ensure all communication reflects a polished, warm, and premium brand tone
• Prepare client meeting agendas and summaries where required

2. Budget Management & Payment Coordination

• Own and maintain client budget trackers, ensuring they are always up to date
• Track all confirmed supplier costs, deposits, and outstanding balances
• Update budgets in real time as vendors are booked or changes occur
• Monitor supplier payment schedules and key deadlines
• Send timely, professional payment reminders to clients
• Confirm payment receipts with suppliers
• Proactively flag budget risks, overspend, or discrepancies

3. Scheduling & Calendar Management

• Coordinate client consultations, tastings, and trials
• Liaise with suppliers to align availability
• Manage calendar bookings, confirmations, and reminders
• Handle rescheduling efficiently while maintaining a seamless client experience

4. Supplier Coordination & Outreach

• Conduct supplier outreach for availability, quotes, and information
• Maintain and update a central supplier database
• Follow up on pending responses and quotations
• Support sourcing of new, brand-aligned suppliers

5. Enquiry Management

• Monitor and respond to incoming enquiries in a timely manner
• Qualify leads and schedule initial consultations
• Maintain a structured enquiry tracking system
• Ensure all communication reflects a premium, brand-aligned tone

6. General Administrative Support

• Inbox management (prioritisation and organisation)
• Document management (Google Drive or similar)
• Light research (venues, suppliers, trends)
• Identify opportunities to improve systems and processes

Tools & Systems

• Trello
• Google Workspace (Docs, Sheets, Calendar)
• Gmail
• WhatsApp (client communication)

Ideal Candidate

• Highly organised with exceptional attention to detail
• Confident in client-facing communication (written)
• Strong numerical accuracy and confidence managing budgets
• Proactive and able to take ownership of tasks
• Comfortable managing multiple clients simultaneously
• Experience in events, weddings, or luxury service industries (preferred)
• Confident using digital tools and learning new systems quickly

Working Style & Hours

• Remote role
• Flexible hours, with some overlap with UK working hours preferred
• Approx. 10–15 hours per week initially, with potential to grow

Non-Negotiables

• Strong attention to detail (nothing should be missed or loosely tracked)
• Ability to manage deadlines across multiple clients
• Professional, polished, and confident communication with clients
• Reliability and responsiveness

Success in This Role Looks Like

• Client group chats are consistently managed, responsive, and well-organised
• Clients feel supported and informed at all times
• Budgets are always accurate and up to date
• Payments are never missed or chased last minute
• Inbox and enquiries are handled promptly and professionally

Tone & Brand Alignment

All communication should reflect a warm, polished, and premium client experience.

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