Events Coordinator Virtual Assistant in Your Startup Operations

Your Startup Operations is a boutique agency focused on providing high-quality operational services tailored for small businesses, primarily in the United States. The company aims to empower small business owners with a combination of white-glove service, flexibility, care, and affordability. We work closely with startups and small business owners to streamline their daily operations and help their events run smoothly, reflecting the company’s personalized and customer-centric approach.

The role specifically supports the coordination and execution of events such as weddings, brand activations, catering engagements, and more. Additionally, it involves supporting the launch and marketing of an online flower shop, enhancing business workflows, and driving operational efficiency for better service delivery. This role operates within a dynamic environment where adaptability and proactive problem-solving are key.

• Manage inbox communications by assisting with email templates, meeting follow-ups, and timely client correspondence.
• Curate, organize, and publish social media and marketing content to promote company events and services effectively.
• Oversee client communication through email, phone calls, and meetings ensuring customer satisfaction and clarity.
• Prepare, send, and track contracts, proposals, and invoices to maintain smooth commercial workflows.
• Liaise with third-party vendors, sourcing replacements or new vendors when required to guarantee seamless event logistics.
• Support the launch and marketing initiatives of the company’s online flower shop, including event-related promotions.
• Organize and maintain business operations documentation, internal processes, and CRM system data for increased efficiency.
• Coordinate logistics for weddings, brand activations, and various floral events, ensuring every detail is meticulously handled.
• Set up and manage CRM systems, workflow automations, and client data to streamline operational tasks and improve service delivery.
• Collaborate closely with the founder to identify process improvements and streamline overall business operations for growth.

• We are seeking a highly organized, tech-savvy, and bilingual (Spanish and English) Events Coordinator Virtual Assistant who has at least 2 years of experience in the events management industry such as weddings, private events, brand activations, and festivals. You should be comfortable juggling various tasks, highly detail-oriented, and capable of staying calm under pressure while solving problems quickly.
• You must have proven experience working with small businesses and startups, ideally with clients or managers based in the United States, Canada, Australia, or the United Kingdom. Key skills include inbox and calendar management, contract handling, invoicing, and managing client relationships across multiple communication channels.
• Being available approximately 40 hours per week during Eastern Standard Time (EST) is essential to ensure real-time collaboration with clients and the founder. Reliability is critical, including having a dependable backup internet connection to avoid disruptions. We expect you to take full ownership of your role, act resourcefully to overcome challenges, and always aim for excellence in your deliverables. 
• Soft skills like critical thinking, curiosity, and accountability align with our company’s core SCORE values, which we highly encourage our team members to embody.

Experience with managing social media marketing campaigns and content publishing is highly desirable to boost event publicity and flower shop promotions. Familiarity with CRM platforms and automating workflows is a plus, facilitating smoother business operations. Prior involvement in product launches and supporting marketing teams can further strengthen your contribution to the company’s growth initiatives.

Additional language skills or experience working cross-culturally within the LATAM region and with North American clients will help in building stronger client relationships and enhancing operational communication.

• We offer a fully remote working environment open to candidates residing in the LATAM region as long as they can work within EST business hours, which provides flexibility and work-life balance. You’ll be joining a boutique agency that values a solution-focused mindset, curiosity, ownership, resourcefulness, and a commitment to excellence.
• Joining our team means working closely with the founder in a small, dynamic agency where your contributions directly impact the business's success. We foster a collaborative culture which encourages personal and professional growth while delivering outstanding service to our clients.