We're looking for a proactive, organized, and bilingual Administrative & Sales Assistant to support the owner of the company, a vibrant event sales and production company. This role is a mix of sales coordination, client/vendor communication, and administrative support, with room to grow into a more sales-focused position.
Key Responsibilities:
- Manage inbound inquiries and assist with creating event proposals using TripleSeat (CRM).
- Prepare contracts, send payment reminders, and update Banquet Event Orders (BEOs).
- Follow up with clients and vendors via email (Outlook).
- Organize event logistics, including supply spreadsheets, layouts in Canva, and timelines in Google Docs.
- Coordinate vendor communications, track deliverables, and maintain accurate records.
- In the future, transition to outbound sales calls targeting niche markets (e.g., Mexican-Jewish communities).
- Prepare and present weekly reports on client contacts, deposits, and completed tasks.
- Participate in weekly check-ins every Wednesday at 8:30 AM PT.
Tools & Systems
- Primary: TripleSeat, Google Workspace (Docs, Forms, Sheets), Canva, Adobe Acrobat, Microsoft Outlook.
- Secondary: SpotHopper (future CRM), Zoom (meeting notes).
Required Qualifications:
- 2+ years of experience in executive assistance, administrative support, or sales coordination.
- Bilingual fluency in Spanish and English (written and verbal).
- Proficiency in Google Workspace, Microsoft Outlook, and CRM systems.
- Strong organizational skills and ability to manage tasks independently.
- Cultural awareness of Western/U.S. business practices and humor.
Preferred Skills:
- Background in event planning, hospitality, or sales.
- Experience using TripleSeat, Canva, or virtual collaboration platforms.
IMPORTANT:
Part-time initially, with the possibility of full-time transition.