Role Overview
This position plays a central role in ensuring events are coordinated efficiently and administrative systems run smoothly within a fully remote environment. You will act as the main contact for customers, manage scheduling across multiple event types, and maintain accurate records throughout the event lifecycle.
Key Responsibilities
- Serve as the primary liaison for clients who have booked events, collecting and verifying all necessary details
- Communicate confirmed event information to assigned facilitators, including special requests and logistical notes
- Ensure all event data is correctly entered and conflict-free in Wonderfly's Zenbooker system
- Conduct regular reviews of upcoming reservations on weekly and monthly schedules
- Use standardized checklists and intake forms to maintain consistency and prevent oversights
- Coordinate the preparation and tracking of Certificates of Insurance, W-9s, and Purchase Orders
- Verify receipt of required documentation and approvals before event execution
- Submit post-event payment requests and follow up on overdue balances professionally
- Maintain accurate accounts receivable records and financial tracking spreadsheets
- Support executive-level tasks to fill a full 40-hour workweek as needed
- Keep digital files, systems, and workflows organized and up to date
- Assist with additional administrative duties as assigned by leadership
Required Qualifications
- Minimum of two years in an administrative, coordination, or executive support role
- Proven ability to deliver strong customer service with clear, professional communication
- Exceptional organizational skills and a keen eye for detail
- Experience managing calendars, scheduling logistics, or overseeing operational workflows
- Comfort handling financial documentation such as POs and accounts receivable tracking
- Ability to juggle multiple priorities effectively in a remote work setting
- Proficiency with Google Workspace, Outlook, and spreadsheet tools
Technology Used
Google Workspace, Outlook, Wonderfly's Zenbooker, and spreadsheet applications are central to daily operations.
