Administrative VA

Job Summary:
Grow with us as a Wedding Planning Coordinator who keeps our weddings running smoothly behind the scenes. You’ll handle daily correspondence with vendors and hotels, coordinate logistics from booking right through to the wedding day, and track every detail across several weddings happening at once. You’d be a great addition if you’re highly organized, write clearly, chase things down without being asked, and stay calm when lots of moving parts need attention on the same day.

Key Responsibilities:

• Handle ongoing email and WhatsApp correspondence with vendors, hotels, and venues
• Request, gather, and compare supplier quotes, availability, and contract details
• Coordinate wedding logistics, including bookings, deliveries, timings, and supplier arrivals
• Keep detailed trackers on the status of every wedding underway
• Follow up on outstanding replies, confirmations, and documents until each one is wrapped up
• Put together and update event timelines, checklists, and running orders
• Keep files, contracts, and supplier details organized and easy to access
• Catch scheduling conflicts, delays, or missing information early so they can be fixed
• Write status and next-step summaries across concurrent weddings
• Help the planning team with everyday administrative coordination

Mandatory Skills:

• Excellent written English with a clear, polite, and professional tone for supplier correspondence
• Proven experience coordinating multiple projects or events at once without losing track
• Exceptional organizational skills and accuracy with dates, times, names, and numbers
• Confident handling a high volume of email and WhatsApp correspondence
• Strong follow-up discipline and the drive to chase outstanding items until they’re resolved
• Comfortable working in spreadsheets and shared trackers or project management tools
• Sound judgment about what to handle directly and what to escalate
• Self-guided, attentive, and dependable
• Strong communication skills and a collaborative approach

Preferred Skills:

• Background in events, weddings, hospitality, travel, or venue coordination
• Experience corresponding with hotels, venues, or suppliers about bookings and contracts
• Familiarity with project management tools such as Notion, ClickUp, Asana, or Trello
• Experience preparing event timelines, run sheets, or supplier schedules
• Comfortable with last-minute changes and shifting priorities
• Capable of keeping several projects on schedule at once under deadline pressure

Why Join Us:
You’ll work on real events with real deadlines, where your organization directly shapes how someone’s wedding day goes. The team is collaborative and the work is varied, because no two weddings are alike. If you take pride in being the person who never lets a detail slip, you’ll fit right in.