Events & Production Virtual Assistant.
Full Time | Remote.
M-F 10am-7pm EST Hours with lunch break.
About Your Startup Operations.
Your Startup Operations is a boutique agency providing operational services to small businesses. We work primarily with small business owners in the United States, and our vision is to give power to the people who own small businesses by delivering white glove service while maintaining flexibility, care, and affordability.
Salary:.
Our SCORE Values.
* Solution-focused: Think critically and propose solutions independently.
* Curiosity: Ask questions and actively seek understanding.
* Ownership: Take full accountability and responsibility for your role.
* Resourcefulness: Use all available resources to solve challenges or answer questions.
* Excellence: Deliver high-quality work and exceptional results.
Hint: Mention which SCORE value you relate to the most in your first interview.
Who You Are.
* You have at least 3 years experience as a Virtual Assistant or Operations/Administrative Assistant within the events, production, audio/AV rental, or similar logistics-heavy industry.
* You’ve supported U.S.-based clients (especially in the events, corporate production, or rental space) and understand the pace and demands of event workflows.
* You’re bilingual (English fluent and Spanish preferred) and comfortable communicating with both clients and back-end teams (e.g., warehouse or tech crew).
* You’re highly organized, detail-oriented, and thrive in fast-moving environments where missing a deadline or detail is not an option.
* You’re tech-savvy: comfortable with CRMs, cloud tools, email marketing, scheduling, and can pick up new systems quickly (e.g., inventory or asset management systems).
* You know your way around client proposals, quoting systems, scheduling shipments/deliveries, and coordinating between multiple stakeholders (sales, warehouse, production).
* You are able to work a shifted schedule (approx. 10 AM–7 PM EST) and have a reliable internet connection plus backup.
Role Requirements.
* Minimum of 3+ years of experience supporting operations or administrative functions in event production, AV rental, or a related logistics environment.
* Ideal 1+ years of experience with QuickBooks Online.
* Prior experience supporting U.S./Canada/UK clients in a fast-paced service or production context.
* Fluent English (written and spoken).
* Experienced in preparing operational documents (quotes, proposals, packing lists, invoices) and follow-up workflows.
* Comfortable managing client communications, inboxes, scheduling, reminders, and ensuring tasks progress without slipping through the cracks.
* Strong organizational skills with excellent attention to detail, able to track ship dates, schedules, equipment inventory, event timelines, and client needs.
* Familiar or comfortable with CRMs, cloud-driven tools, asset/inventory tracking systems, messaging platforms (e.g., WhatsApp), and able to support warehouse/crew coordination.
* Tech-savvy and adaptable, able to learn new systems (e.g., inventory/CRM systems) and contribute to process improvement.
Responsibilities.
* Prepare estimates, invoices, and service fulfillment in QuickBooks Online or equivalent, based on client input and established templates.
* Follow up on pending or unapproved quotes to drive conversion, maintain the pipeline, and reduce bottlenecks.
* Coordinate with production and warehouse/crew teams (via WhatsApp or similar) to ensure packing lists, equipment delivery schedules, and event setup timelines are executed accurately.
* Maintain and update the CRM: manage client records, pipelines, follow-up reminders, event timelines, and service contracts.
* Track and monitor ship dates, event schedules, and logistics to keep operations running smoothly and proactively alert if issues arise.
* Support basic marketing tasks: organize event photos, upload assets, assist with email newsletter execution, and post-event follow-up.
* Manage general inbound administrative tasks: scheduling, inbox management, document organization, and note-taking during calls.
* Assist with data collection and material preparation for larger bids and events, including measurements, photos, project notes, and equipment specs.
* Serve as the operational backbone for the founder so they can focus on growth and strategic work rather than daily admin details.
If you think that you are qualified, please fill out the form below. Talk to you soon, and come join our team!.
