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
- 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
Skills
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