Wedding Planner Assistant for Wedding Planning Company

Requirements
- Proven experience as executive assistant or similar position
- Fluent English (spoken and written) IS A MUST
- Microsoft Office
- Management and control in office systems and procedures
- Hospitality, customer service and hotel previous experience is desired


Soft Skills
- Sense of Urgency is priority
- Excellent planning, organization and time management skills
- Ability to multitask and assign priorities on daily work
- Excellent written and verbal communication skills
- Discretion and confidentiality
- Problem solving
- Numeracy skills
- Comply with instructions
- Work under pressure
- Team work
- Excellent service attitude
- Show empathy with clients and Client Oriented
- Enthusiast and proactive
- Flexible with office hours

Responsibilities
- Check emails and follow-up
- Keep clients? budget updated
- Payments- charges follow up with clients and suppliers
- Cash payment with receipts on wedding days ready
- Request and follow-up to quotations of different services and suppliers
- Follow up on the different wedding planning services
- Keep updated the file system
- Support in pre-wedding operational activities
- Support in operation on wedding days and/or rehearsals
- Meet with clients- site inspections
- Elaborate and verify furniture and equipment rental orders
- Elaborate and verify flower orders
- Assist to meetings and elaborate meeting minutes
- Elaborate new wedding contracts
- Follow-up to printing orders
- Update supplier, hotels and venues directory
- Update hotel and venue information (menus. Layouts, suppliers blacklist, prices, operation hours)
- Manage electronic information files of each wedding
- Keep the bride notes updated
- Follow-up to Smartsheet
- Follow-up to hotels and suppliers commissions payments
- Follow-up to clients? refund payment
- Assist the Wedding Planner in the different administrative and operation activities as requested
- Receive calls, take messages
- Take requests and other clients? questions and follow through in an appropriate manner
- Keep agendas, setup meetings and appointments, offer reminders
- Elaborate reports, briefings, presentations
- Request, elaborate, follow-up to all the accounts payable and receivable with the different clients and suppliers