Virtual Event & Wedding Coordinator - Freelance, Remote
Full Time $6.00 / hourJob Overview
About the Client
Our client is an event and wedding planning studio that focuses on creative event design while managing end-to-end client and vendor logistics. They coordinate bookings, communications, and project details using tools like Aisle Planner, Google Workspace, and RingCentral, and maintain vendor lists and client files for each event. Currently relaunching their business while balancing school commitments, they need administrative support to handle scheduling, emails, phone calls, client onboarding, and light social media and content tasks. The team values a tech‑savvy, organized assistant who can confidently communicate with clients and vendors and keep operations running smoothly.
Why does this role exist?
This role exists to offload repetitive communication and administrative work from the lead so the business owner can focus on event design and the upcoming relaunch. The Virtual Event & Wedding Coordinator will manage client and vendor communications, scheduling, and routine onboarding tasks independently and professionally. Hiring this role will create operational reliability (especially when the owner is unavailable) and improve responsiveness to clients and vendors.
The Impact you’ll make
Client & Vendor Coordination
- Handle inbound/outbound client and vendor calls and voicemails using RingCentral.
- Follow up on vendor requirements, confirm bookings, and manage deliverables.
- Act as professional point of contact on behalf of the business for routine queries.
Calendar & Scheduling Management
- Manage Google Calendar for meetings, vendor calls, and client appointments.
- Schedule and confirm meetings, send reminders, and resolve scheduling conflicts.
- Ensure appointments are accurately logged in Aisle Planner and shared calendars.
Email & Inbox Management
- Triage and organize client and vendor emails, flagging urgent messages for the owner.
- Draft and send routine client/vendor communications with professional tone.
- Maintain an organized archive and follow-up system to prevent missed messages.
Onboarding & Aisle Planner Administration
- Send agreements, create client files in Aisle Planner, and input onboarding information.
- Maintain and update vendor lists, contact details, and booking statuses in Aisle Planner/Sheets.
- Assist with client file setup, document uploads, and checklist management.
Social Media & Content Support
- Schedule and post content using Later and assist with light content creation in Canva.
- Help manage basic social media posting and engagement as directed.
- Create simple visuals and social assets when needed.
Skills, Knowledge and Expertise
Required:
- Prior experience or demonstrated knowledge in event and wedding planning.
- Experience with Aisle Planner or a similar event planning platform (or strong ability to learn quickly).
- Proficiency with Google Workspace (Docs, Sheets, Calendar) and RingCentral (or equivalent phone system).
- Ability to work full-time 40 hrs/week, M–F, 8:00 AM–5:00 PM Pacific Time reliably.
- Strong English verbal and written communication skills and phone-handling experience.
- WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
Your Superpowers:
- Technical: Aisle Planner (or similar), Google Docs/Sheets/Calendar, RingCentral, Later (social scheduling), Canva (basic design).
- Soft skills: proactive communication, professional phone demeanor, exceptional organization, time management, attention to detail, reliability, multitasking, and customer-service orientation.
You should apply if...
- You enjoy coordinating logistics and freeing creatives to focus on high-value work.
- You take ownership, anticipate needs, and follow through with minimal supervision.
- You value clear, professional communication and are comfortable speaking with clients and vendors.
- You thrive in a remote work environment and can maintain consistent, predictable availability.
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday to Friday 8 am to 5 pm Pacific Time
Compensation:
- $6 per hour
- No benefits package included