The Executive Assistant / Coordinator is a highly organized and detail-oriented professional responsible for managing event coordination, customer communications, and administrative operations at Remote Raven. This role serves as the central point of contact between customers who have booked events and the facilitators who execute them, ensuring every detail is captured, confirmed, and communicated accurately.
What You'll Do
- Serve as the primary point of contact for customers who have booked events
- Gather full event details from customers and ensure all information is accurate and complete
- Coordinate and communicate confirmed event details to the assigned facilitator
- Ensure all special notes, requests, and requirements are clearly documented and passed along
- Provide timely, professional follow-up with customers throughout the event lifecycle
- Review all event reservations on a weekly and monthly basis
- Book all LaserTag, GelTag, and Foam Party events in Wonderfly's Zenbooker system, ensuring no scheduling conflicts
- Confirm all event details are accurate, fully documented, and verified by both the customer and the internal team
- Use checklists and intake forms to ensure no detail is missed during the coordination process
- Assist with event logistics and proactively identify and resolve any scheduling or operational conflicts
- Request, send, and track Certificates of Insurance (COIs) and W-9 forms as required
- Acquire and track approved Purchase Orders (POs) prior to events
- Submit post-event Purchase Orders for payment processing
- Follow up on delinquent or outstanding payments in a professional and timely manner
- Document and maintain PO data on accounts receivable spreadsheets to ensure accurate financial tracking
- Provide executive assistant support to ensure the role reaches full 40-hour capacity
- Maintain organized records, files, and documentation across all operational functions
- Support internal systems and workflows to keep operations running efficiently
- Assist with ad hoc administrative tasks as directed by leadership
What We're Looking For
- 2 or more years of experience in an administrative, coordinator, or executive assistant role
- Strong customer service skills with excellent written and verbal communication
- Highly organized with exceptional attention to detail
- Experience managing scheduling, event coordination, or operations workflows
- Comfortable working with spreadsheets and tracking financial data such as purchase orders and accounts receivable
- Able to manage multiple tasks and priorities simultaneously in a remote environment
- Proficient with Google Workspace, Outlook, or similar productivity tools
Technical Stack
- Google Workspace
- Outlook
- Wonderfly's Zenbooker system
- Spreadsheets
Work Mode
Remote with global flexibility — this role can be performed from any location with reliable internet access.
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
