Event Planning Virtual Assistant (VA) & Operations Support

Overview

I am a busy full-service wedding planner with a unique niche (combining planning with wellness coaching/LCSW expertise) looking for a proactive and highly organized Virtual Assistant to join my team. My goal is to streamline operations, increase efficiency, and scale the business.

This role is ideal for an experienced individual who can manage key administrative, logistical, and design tasks. Proficiency in industry-specific software is a must. This position offers ongoing, consistent work with potential for growth.

Core Responsibilities

The ideal candidate will support me across various functions, managing both administrative tasks and specialized planning execution:

Logistics & Administration

• Timeline Management: Drafting and updating comprehensive event timelines in Aisle Planner.
• Vendor Coordination: Assisting with collecting vendor contracts and essential details.
• Insurance Tracking: Requesting, tracking, and filing Certificates of Insurance (COIs) for venues and vendors.
• Data Entry: Maintaining accurate client and vendor information within Aisle Planner and our CRM.
• Email Support: Assisting with organizing and managing planning-related communications.

Design & Project Management

• Floor Plan Design: Creating accurate, scaled event layouts within the Aisle Planner software based on provided venue dimensions and sketches.
• Asset Placement: Placing tables, chairs, bars, stages, and other specific decor items efficiently within the layouts.
• Task Management: Assisting with tracking internal project progress using Trello.

Skills & Experience Required

• Proven experience in event planning administration or as a Virtual Assistant within the events industry.
• Software Proficiency: Must be proficient in Aisle Planner. Experience with Trello is a strong plus.
• Detail-Oriented: Exceptional attention to detail in all tasks, from data entry to floor plans.
• Communication: Excellent communication skills, highly responsive, and reliable.
• Proactive: A self-starter who can anticipate needs and problem-solve independently.

Project Details & Application

• Project Type: Hourly Contract (with potential for a monthly retainer)
• Timeline: Ongoing support (starting at 5-10 hours per week open to more)

To Apply:

Please include a brief description of your relevant experience and confirmation of your proficiency with Aisle Planner. Providing examples of past floor plan designs or timeline documents is ideal.

We look forward to finding a talented professional to collaborate with and grow our team!