Administrative Assistant

We are a busy entertainment agency seeking a dynamic and highly organized Administrative Assistant to join our team! We specialize in booking entertainment (DJs, bands, musicians, and other entertainers) for all types of events nationwide. Our team is small, and we are looking for a third admin assistant to do daily tasks.

You must be able to:

• Communicate clearly and openly, with daily check-ins about various tasks (can be done online)
• Thrive in fast-paced situations
• Excel at multitasking
• Be personable and kind when speaking to clients
• Be on the lookout for small detail management that is individual to each event on your own
• Think ahead and have good judgement when making business-related decisions

As an Administrative Assistant, you will be the backbone of our daily operations, ensuring smooth communication, efficient office management, and exceptional customer support. Your energy, attention to detail, and positive attitude will help foster a productive and welcoming workplace.

Hours-please read carefully:

You would be "on call" Monday through Friday 9am-5pm, timing yourself when picking up calls, answers incoming e-mails, or doing other tasks. *You will not be "working" the entire 9-5 period. You will be on call as inquiries and tasks come in (via a software through which our team communicates). This job is great for people who are based primarily at home that do not have a current full time job. The average amount of hours worked per day ranges from 1 hour to 4 hours per day. This changes weekly, and a schedule is not predictable, but the majority of our business is done M-F between 10am-4pm. We are not strict on the 9-5 on call schedule, but must have someone who is able to work every weekday. We would be willing to work around a certain schedule for the right person who is a great fit for us.

People with a background in events, entertainment, or event planning will be considered first

Duties

• Manage our sales and planning phone extension (done via an app, no additional phone required), gather information about potential upcoming events, communicating appropriately with professional phone etiquette.
• Handle inquiries, schedule appointments, send info sheets to the talent, and relay messages promptly.
• Perform data entry, write contracts and invoices, and and maintain accurate records using Microsoft Word, Wave, and Trello
• Organize files, documents, and correspondence and proofreading to ensure clarity and accuracy and being our "second pair of eyes"
• Support office management tasks such as calendar management, scheduling meetings, and coordinating appointments.
• Assist with bookkeeping duties including invoicing
• Provide exceptional customer service by responding to inquiries via phone or email and supporting client needs efficiently with a positive, happy attitude
• Very occasionally, with plenty of prior notice, we may need you to represent our agency in person at an event as the on-site contact, ensuring the talent has what they need on site, and communicating with our clients at the event. We may send you out for occasional in-person tasks, like dropping off reasonably sized equipment at a location or running errands during a busy week.

Qualifications

• Experience in event planning, office administration, or clerical roles with strong organizational skills.
• Proficiency with Microsoft Word, Google Calendar, and basic computer literacy.
• Functional computer with daily internet access
• Functional cellphone (we will not use your personal number for client calls)
• Thoroughly reading every little detail so nothing is missed-please prove that you've thoroughly read this post by typing "I've read your post" at the top of your message or resume that you send to us.
• Excellent typing speed combined with attention to detail for proofreading and data entry tasks.
• Strong time management skills with the ability to prioritize multiple responsibilities efficiently.

Pay: From $20.00 per hour

Work Location: Hybrid remote in Orlando, FL 32835