Senior Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

• Senior Executive Assistant (VA1)• Lead & CRM Management • Receive, process, and manage incoming client leads within HoneyBook • Manage daily email inbox communication • Respond to inquiries using customer care guidelines • Escalate urgent matters to the client • Client Communication & Consultation Scheduling • Nurture leads via email and text • Schedule initial discovery calls (phone/video) with the client • Send follow-up meeting notes, custom menus, and proposals to clients after initial consultation calls • Schedule client tasting consultations • Conduct follow-ups to secure and close event contracts • Operational Handoff & Event Staffing • Transfer finalized event details, dietary restrictions, and specific client notes from HoneyBook to the culinary team • Coordinate, schedule, and assign event support staff (e.g., servers and logistics personnel) for upcoming events • Provide occasional weekend schedule support to address urgent event-day inquiries from staff • Systems, SOPs & Workflow Development • Assist in setting up, automating, and organizing email templates, scheduling links, and workflows inside HoneyBook • Assist in developing and documenting standardized operational systems and SOPs • Coordinate handoffs between client management and the culinary team • Proactively audit existing processes • Recommend steps to eliminate redundancies and improve efficiency • Reporting & Seasonal Forecasting • Compile performance reports • Track business metrics, annual event coverage, and booking trends • Monitor lead volume 3 months in advance to forecast slow seasons (e.g., winter booking gaps) • Alert the client to take proactive action • Secondary / Additional Tasks • Identify emerging client inquiry trends (e.g., rustic themes, brunch requests, pricing queries) • Pitch relevant blog or marketing ideas to the owner • Assist the owner in outlining and organizing draft ideas for marketing content and blogs • Preferred Experience & Qualifications• Strong English communication skills (written and verbal) • Should have senior-level administrative/executive experience either from a corporate set-up or as a VA **IMPORTANT • Prior hands-on experience using HoneyBook CRM **IMPORTANT • Should be well-versed in using Google Suite (Docs, Sheets, Gmail, Calendar, Chat ) or a similar platform • Experience in Catering, Hospitality, or Wedding Industry is a strong plus • Preferred Traits & Personality• Organized • Proactive • Resourceful • Independent / self‑starter • Detail‑oriented • Outgoing/personable • Analytical / problem solver • Creative/innovative • Strong communicator • Team‑oriented • Collaboration Hours• Monday to Friday• (with occasional weekend support as needed) • 8:00 AM – 12:00 PM CST (20 hours/week)• Part-time role to start and could grow into a full-time role after 90 days • Compensation Range• $8 / hour • Communication Tools• Work Email • Google Chat • Slack • Target Start Date• ASAP • Final Interview Schedule• To be coordinated by the Fulfillment & Admin Team • Zoom Recording Link• Karla Putts - Onboarding • Important Notes• The client set prior HoneyBook experience as a hard requirement, with the understanding that this may extend the sourcing timeline and that we will reach out to reassess if it causes further delays. • Should have senior-level administrative/executive experience either from a corporate set-up or as a VA **IMPORTANT • Experience in Catering, Hospitality, or Wedding Industry is a strong plus • Honesty and a proven work track record. Note: The client is willing to train candidates on HoneyBook. To be replaced: Katrina Mae Ibarrientos