Events Assistant

About the Role

We're hiring a part-time Events Assistant to support both the planning side and the sales/booking side of our business. You'll be the connective tissue between our clients, our production team, and our calendar — making sure inquiries get answered fast, events get planned tight, and nothing falls through the cracks.

This is a hybrid role: you'll handle most planning, client communication, and booking work remotely, then show up on-site for key events to assist our lead coordinator and AV crew. It's ideal for someone who has 2–4 years of events, hospitality, or AV-adjacent experience and wants flexible part-time hours with real responsibility.

What You'll Do

• Respond to incoming event inquiries via email, phone, and our website within 24 hours.
• Qualify leads: gather event date, venue, scope, budget, and AV needs before passing to the owner.
• Build and send proposals, quotes, and contracts using our templates.
• Maintain the booking calendar; prevent double-bookings and flag scheduling conflicts.
• Coordinate event logistics: timelines, run-of-show, venue contacts, vendor coordination, and crew call sheets.
• Liaise with clients in the lead-up to events — gather final details, confirm load-in times, and manage last-minute changes.
• Attend select events on-site to assist with client check-in, vendor coordination, and supporting the AV lead.
• Follow up post-event: thank-you notes, feedback collection, invoice tracking, and nudging repeat-booking opportunities.
• Keep our CRM, Google Drive, and shared calendars clean, current, and organized.
• Help with light sales support: outreach to past clients, referral follow-ups, and basic pipeline tracking.

What We're Looking For

• 2–4 years of experience in event coordination, hospitality, venue management, AV production, or a sales/booking role at an event-services company.
• Comfortable on the phone and over email with clients — polished, warm, and responsive.
• Highly organized; you actually enjoy spreadsheets, calendars, and checklists.
• Reliable transportation and a valid driver's license (you'll travel to venues across metro Atlanta).
• Available some evenings and weekends — events don't all happen 9–5.
• Basic comfort with Google Workspace (Docs, Sheets, Calendar, Gmail).
• Calm under pressure: when a mic goes out 10 minutes before doors, you don't panic.

Nice to Have

• Working knowledge of AV terminology (lavs vs. handhelds, line array, DMX, gain staging, etc.).
• Experience with a CRM (HoneyBook, Dubsado, HubSpot, 17hats, Goldcast, etc.).
• Existing relationships with Atlanta venues, planners, or production vendors.
• Experience writing proposals or invoicing clients.