Event Coordinator VA

Job Summary:
We're delighted to be adding a Wedding Planning Coordinator to keep our weddings running smoothly behind the scenes. You will manage day to day correspondence with vendors and hotels, coordinate logistics from booking through to event day, and keep every detail tracked across several weddings happening at once. This role suits someone highly organized who writes clearly, chases things down without being asked, and stays calm when several moving parts need attention on the same day.

Key Responsibilities:

• Manage ongoing email and WhatsApp correspondence with vendors, hotels, and venues
• Request, collect, and compare quotes, availability, and contract details from suppliers
• Coordinate wedding logistics including bookings, deliveries, timings, and supplier arrivals
• Maintain detailed trackers covering the status of every wedding in progress
• Follow up on outstanding responses, confirmations, and documents until they are closed out
• Build and update event timelines, checklists, and running orders
• Keep files, contracts, and supplier details organized and easy to retrieve
• Flag scheduling conflicts, delays, or missing information early so they can be resolved
• Prepare summaries of status and next steps across concurrent weddings
• Support the planning team with day to day 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 the same time without losing track
• Exceptional organizational skills and accuracy with dates, times, names, and numbers
• Confident managing high volumes of email and WhatsApp correspondence
• Strong follow-up discipline, you chase outstanding items until they are resolved
• Comfortable working in spreadsheets and shared trackers or project management tools
• Sound judgment on what to handle directly and what to escalate
• Reliable, detail-oriented, and able to work independently
• 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 on 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 handling last minute changes and shifting priorities
• Ability to manage multiple projects simultaneously under deadline pressure

Why Join Us:
You will work on real events with real deadlines, where your organization directly shapes how someone's wedding day turns out. The team is collaborative and the work is varied, with no two weddings the same. If you take pride in being the person who never lets a detail slip, you will fit in well here.