???? Location: Remote (LATAM & Philippines) ???? Contract: Part-Time, Permanent ???? Work Modality: 100% Remote Only CVs in English will be accepted ???? Salary: $1,200-$1,700 USD/month Role Overview A Minneapolis-based lighting and d cor studio that transforms weddings, galas, corporate gatherings, and private celebrations into immersive, unforgettable experiences. Known for creativity and precise execution, the team supports approximately 400+ events per year. Why Join the Team You'll work directly with a visionary CEO who values excellence, humor, and teamwork. Your support will allow them to focus on strategic partnerships and business growth-including expansion into higher-tier weddings, corporate events, and new geographies. In return, you'll gain high-level exposure to business operations and event execution at scale. Role Summary The CEO currently manages most client-facing communication, quoting, scheduling, and logistics. Your mission is to take ownership of lead intake, quoting, scheduling, inbox and calendar management-while helping build and maintain internal systems. Responsibilities 1. Payroll and Timekeeping Review employee and crew timesheets for accuracy. Track time against event schedules. Flag discrepancies before payroll submission. Prepare and process payroll with payroll service. Maintain confidentiality and compliance. ???? Tools: When I Work 2. Bookkeeping, Expenses & Invoicing Record and categorize expenses, reimbursements, and vendor payments. Reconcile credit card charges, maintain receipts. Generate/send client invoices and follow up on overdue payments. Share simple finance snapshots for review. Organize financial records for year-end accounting. Tools: Stripe, QuickBooks Online 3. CEO Calendar, Email, and Meeting Prep Fully manage the CEO's calendar: client calls, check-ins, vendor meetings. Implement a scheduling system and booking links. Triage the inbox, draft replies, and surface urgent items. Book travel/accommodations as needed. Prepare briefs and materials so the CEO is always ready. 4. Lead Management & Light Sales Ops Monitor and qualify website and partner leads daily. Respond promptly and schedule consultations. Draft/send quotes Escalate large opportunities to the CEO. Keep CRM and lead records organized. ???? Primary System: Rentopian 5. Event Order & Logistics Support Review and cross-check event orders and proposals. Confirm inventory with warehouse/production teams. Maintain the weekly Event Doc (schedule, crews, logistics). Confirm venue access and communicate with all stakeholders. Track changes and ensure final sign-off pre-production. 6. Client Scheduling (Including Weekends if Needed) Coordinate consultations, site visits, and set-ups. Align schedules with internal availability. Confirm expectations/logistics with clients. Coordinate with operations for weekend coverage. 7. Systems & SOPs Build repeatable systems for quoting, scheduling, logistics. Turn screen recordings and transcripts into clear SOPs/templates. Recommend time-saving or error-reducing improvements. Requirements 2+ years experience as an Administrative Assistant, Executive Assistant, or Operations Coordinator in a fast-paced setting Familiarity with basic bookkeeping, invoicing, and reconciliation Clear, professional email communication skills Highly organized with strong attention to detail Quick learner, especially with new tools like Rentopian Background in events, hospitality, or creative industries preferred Confident working directly with leadership and independently Willingness to support occasional weekend client coordination Software and Tools Used Rentopian Stripe QuickBooks Online Google Workspace (Gmail, Calendar, Docs, Sheets) Scheduling tools (e.g., Calendly, Google Calendar Appointments) Show more Show less