Virtual Executive Assistant and Client Experience Coordinator

Virtual Executive Assistant and Client Experience Coordinator
FULL TIME | Australian Business Hours

I am looking for a full-time Virtual Executive Assistant to help manage the day-to-day operations of my entertainment business.

This is a long-term role for someone who is highly organised, communicates confidently and takes genuine pride in providing an excellent client experience.

You will help manage new enquiries, current bookings, follow-ups, calendars, documents, payments and our CRM. You will also assist with email outreach, research and general business administration.

The right person will eventually become an important part of the business and help make sure nothing is missed as the company continues to grow.

Working Hours

You must be available to work approximately 9:00 am to 5:00 pm Sydney time, Monday to Friday.

Some flexibility may be available once you are familiar with the role and consistently completing your responsibilities.

Requirements and Experience
Excellent written and spoken English is essential
Previous customer service, executive assistant or administrative experience
Strong organisation, scheduling and time-management skills
Excellent attention to detail
Confidence communicating professionally with corporate clients, event planners, venues and private clients
Experience using Gmail, Google Calendar, Google Drive and similar business tools
Experience using a CRM system such as Streak, HubSpot or 17 Hats
Ability to manage multiple enquiries and bookings at different stages
Ability to follow established processes while also using good judgement
Comfortable learning new systems and software
Reliable internet connection and a suitable environment for video calls
Ability to handle confidential client and business information professionally
Experience That Would Be an Advantage

The following experience is valuable, but not required for every applicant:

Using ChatGPT, Claude or other AI tools for business administration and written communication
Cold email outreach and lead generation

Email outreach platforms
Canva and basic design administration
Social media administration across Instagram, Facebook, LinkedIn or TikTok
Invoicing, contracts and payment tracking
Working with an event, entertainment, creative or service-based business
Basic website or WordPress administration
Responsibilities

Your responsibilities will gradually expand as you learn the business. They are expected to include:

Inbox and Client Communication
Monitor and organise incoming enquiries
Review previous correspondence before preparing replies
Draft and eventually send routine emails
Respond to current and potential clients in a warm, professional and confident manner
Prepare follow-up emails and text messages
Make sure important enquiries and client requests are not missed
Escalate pricing, negotiation or unusual booking decisions
Lead and Booking Management
Enter and update lead information in the CRM
Record event dates, venues, guest numbers, timings and contact details
Track every lead through the enquiry and booking process
Schedule follow-ups and make sure they happen on time
Identify missing information or incomplete booking requirements
Flag potential scheduling conflicts or travel concerns
Maintain clear and accurate notes for every client
Calendar and Scheduling
Schedule sales calls, client meetings and appointments
Manage calendar information for confirmed events
Send scheduling links and coordinate rescheduling when required
Record arrival times, performance times, addresses and event contacts
Help ensure adequate travel time between bookings
Documents and Payments
Prepare and send invoices, agreements, questionnaires, information packs and performance riders
Check whether documents have been completed
Track deposits, final payments and overdue invoices
Send polite payment and paperwork reminders
Keep client files and booking documents organised
Notify Cameron when a booking requires his attention
Sales and Follow-Up Support
Review sales-call notes and transcripts
Summarise important event information, buying signals and client concerns
Prepare post-call follow-up emails
Record promised actions and next steps
Help manage enquiries that have not responded
Assist with post-event thank-you emails and review requests
Outreach and Business Administration
Research companies, venues, event planners and potential clients
Assist with building and managing email outreach campaigns
Organise contact lists and lead data
Help maintain templates, procedures and internal documents
Assist with general marketing and administrative projects
Suggest improvements when you identify a more efficient way of working

What This Role Is Not

This is not a role where you will simply wait for individual instructions throughout the day.

You will receive training, processes and support, but the long-term goal is for you to take ownership of your responsibilities, anticipate what needs attention and help keep the business organised.

You should be comfortable asking questions, sharing ideas and respectfully pointing out when something could be improved.

Benefits
Stable, full-time salaried position
Long-term opportunity with a growing Australian business
Structured training and support
Some flexibility within agreed working hours
Flexible vacation and time off by agreement
Opportunities to take on greater responsibility
Regular salary reviews based on performance and responsibilities
Potential performance bonuses
Opportunity to learn about sales, marketing, automation, AI and the events industry
A collaborative working relationship where your ideas are welcomed

About Me

I an Australian magician & mentalist who performs at corporate events, conferences, weddings, private functions and live theatre shows across Australia.

The business has grown to the point where I can no longer personally manage every enquiry, booking, follow-up and administrative task while also delivering performances and continuing to grow the company.

I am looking for someone dependable, intelligent and motivated who would enjoy becoming a genuine part of the business. I value open communication and am always interested in better systems, stronger ideas and more efficient ways of working.

How to Apply

Please carefully complete each of the following instructions.

Applications that do not follow the instructions may not be considered.

1. Subject Line

Use the following subject line:

I want to work with Cameron Leo

2. Introduce Yourself

At the beginning of your application, write two or three sentences explaining:

Why this particular position interests you
Why you believe you would be a strong fit for the role

Please do not send a generic introduction that could be used for any job.

3. Website Research

Visit ---------- and answer the following questions:

What career did Cameron have before becoming a professional performer?
According to the website, which performance format is best suited to an event where guests are standing, networking and moving around?
Name two major companies or brands Cameron has performed for.
4. Client Communication Task

Imagine a potential client sends the following enquiry:

Hi Cameron, we are organising a corporate dinner in Sydney for approximately 120 guests and are considering some entertainment. Could you please send through some information about what you offer?

Write the email response you would recommend sending.

Your response should:

Sound warm, professional and natural
Acknowledge the information they have already provided
Ask any important questions needed to understand the event
Be no longer than 180 words

5. Attention-to-Detail Task

In one or two sentences, explain what information is still missing from the sample enquiry that would be useful before recommending a particular performance format.

6. Include the Following

Please include:

Your resume
Details of your previous customer service or administrative experience
The CRM and business software you have previously used
A brief explanation of how you currently use ChatGPT, Claude or other AI tools, if applicable
One example of a system, process or workflow you helped improve in a previous position
Links to any relevant portfolio or professional work samples

Please only provide the information requested above.

Interview Process

Applications will first be assessed based on attention to detail, written communication, relevant experience and the quality of the client communication task.

Shortlisted candidates will be invited to a video call interview.

Final candidates may also be asked to complete a short paid practical task before an employment decision is made.

Thank you, and I look forward to reading your application.

Cameron Leo