Administrative Assistant/Event Coordinator

Hi!!! My name is Mel, and I own one of the top Christian dating services in the United States! I’m on the lookout for a new rockstar assistant to grow with me. There are countless opportunities for growth, and I’m so excited to find the right person to join the team.

I'm looking for a highly organized and proactive Event Coordinator to oversee the scheduling, coordination, and execution of our upcoming in-person speed dating events. This role involves securing venues, managing event hosts, and providing live event support. The ideal candidate is detail-oriented, communicative, and enjoys coordinating.

Below is a list of responsibilities that will be required:

Requirements:

MUST BE FLUENT IN SPEAKING AND WRITING ENGLISH -
Must be able to work 20 - 40 hours per week. As we scale events, the time I need you to work will also grow. In a few months we are also hoping to add virtual events too so that will cause you to work 40 hours.
This role involves heavy admin tasks, so you must be highly organized and resourceful, using tools like Google and ChatGPT to figure out tasks if you’re unsure how to do something.
Ability to replicate designs in Canva/Photoshop (creating new designs is not necessary)
I’m ideally looking for someone with a high "C" & high "I" in the DISC Assessment (please include your score!).

Tasks:

Event Coordination & Scheduling using google docs or other scheduling tools
Secure venues by researching past event locations and reaching out to venue owners.
Schedule events by coordinating with venues and hosts to find the best available dates.
Plan events months in advance to maintain a well-organized schedule.
Confirm details with venues and hosts a few days before each event.
Coordinate with the marketing team to ensure events are added to the calendar for promotion.
Make occasional calls to venues to confirm availability (mainly during business hours- 8am - 1pm PST).
Ensure hosts are present for their scheduled events via whatsapp
Find replacements if a scheduled host is unavailable by reaching out to backups or assisting in securing a substitute.
Be available from 5:30 PM to 11:00 PM Pacific Standard Time on event days to provide event support. (15-30 events per month- but some will be on the same day)
Remain on call to address any last-minute issues, emails, or host concerns.
Assist hosts with any unforeseen challenges.
Monitor multiple events happening simultaneously (up to 15 per night, depending on time zones and scheduling).
Maintain strong relationships with venues and hosts through regular check-ins.
Optimize scheduling based on event success and host availability.
Scale operations up to 50 events per month based on demand.
Flexible work hours based on venue and host availability.
Events may range from 5 to 15 per night, requiring multitasking.
Workload varies, ranging from 20 to 40 hours per month, with some weeks busier than others.

Ideal Candidate Qualifications:

Fluent in English (spoken and written) with excellent communication skills.
Clear, neutral accent (no strong regional or foreign accent).
Strong organizational skills and attention to detail.
Ability to manage multiple events and coordinate with venues and hosts efficiently.
Comfortable making phone calls and handling last-minute changes.
Reliable, proactive, and able to handle high-pressure event coordination tasks.

This role is perfect for someone who enjoys event planning, thrives in a fast-paced environment, and has strong coordination and communication skills. If you are excited about organizing social events and ensuring smooth operations, we would love to hear from you!

Start your workday around 6 a.m. Philippines time, Monday - Friday. At first I will need you to sometimes be available earlier (8am-1pm) just to make phone calls to venues to initially secure the venue for our events. After you secure a venue you will be able to communicate with them moving forward via email and have little to no need to call them.

Payment via WISE on a weekly basis
Public holidays off if you choose, or you can work
Growth opportunities with potential for advancement based on merit
13th-month pay each year + birthday bonus
Be available for additional tasks throughout the workday
Pay depends on experience and skills
To Apply:

WE WILL ONLY CONSIDER APPLICANTS THAT ANSWER THIS QUESTION IN THE SUBJECT LINE: What is your favorite food EVER?!

Looking forward to hearing from you and finding the perfect fit to join our team!

Best,
Mel