Administrative Assistant

Job Overview
We are seeking a highly organized and proactive Administrative Assistant to support the day-to-day operations of our growing event design company. This is a key role responsible for managing behind-the-scenes workflows, ensuring smooth internal operations, and providing direct support to leadership, including the company owner.

A critical part of this role is client communication, serving as a professional and polished point of contact for inquiries, follow-ups, and ongoing client interactions. The ideal candidate will help ensure every client experience is seamless, timely, and aligned with our elevated brand standards.

The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities with ease. They will play an integral part in keeping the business organized, supporting various departments, and helping maintain the high-touch, luxury experience we are known for. This role requires strong communication skills, discretion, and the ability to anticipate needs in a fast-paced, creative environment.

If you want, I can also build out the duties to include things like HoneyBook management, proposal follow-ups, and keeping your client pipeline tight—this role can really help fix your conversion gap.

Responsibilities

• Manage and respond to client inquiries in a timely, professional, and polished manner
• Serve as a primary point of contact for client communication, ensuring a seamless and elevated experience from inquiry to post-event
• Maintain and manage CRM systems, including tracking leads, updating client records, and monitoring pipeline activity
• Send proposals, follow up with leads, and assist in moving clients through the booking process
• Support the company owner with scheduling, email management, and day-to-day administrative tasks
• Coordinate and manage calendars, consultations, and internal meetings
• Assist in preparing contracts, invoices, and client documents
• Support internal operations by coordinating between departments (design, production, warehouse, etc.)
• Assist with planning logistics, timelines, and prep documents for upcoming events
• Track tasks, deadlines, and project progress to ensure nothing falls through the cracks
• Assist with light social media coordination or posting as needed
• Identify operational gaps and proactively suggest improvements to streamline processes

Skills

• Excellent written and verbal communication skills, with the ability to communicate professionally and confidently with clients
• Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines simultaneously
• High attention to detail and accuracy in all aspects of work
• Ability to work independently, take initiative, and anticipate needs
• Strong problem-solving skills and ability to think critically in a fast-paced environment
• Proficiency in Google Workspace (Docs, Sheets, Drive) and/or Microsoft Office
• Experience with CRM systems for managing leads and client communication
• Ability to maintain discretion and handle confidential information with professionalism
• Strong follow-up and follow-through skills, ensuring tasks and client communications are completed
• Customer service mindset with a focus on delivering a high-quality client experience
• Adaptability and flexibility in a dynamic, creative work environment
• Basic social media knowledge (Instagram, content posting, or engagement) is a plus

Join us to be part of a vibrant team dedicated to supporting our organization’s success through exceptional administrative support. We value energetic professionals who are eager to contribute their skills in a collaborative environment!

Pay: $18.00 - $20.00 per hour

Work Location: Hybrid remote in Beltsville, MD 20705