Schedule: Flexible schedule required. Must be available to work weekdays, weekends, holidays, and special events as needed.
About Us
We are a growing event and hospitality company specializing in curated event experiences, mobile stations, charcuterie services, ice cream stations, cocktail service, private events, weddings, corporate activations, and premium celebrations throughout Puerto Rico.
We are looking for a responsible, organized, proactive, and trustworthy person to join our team as an Administrative & Event Operations Assistant. This role is ideal for someone who enjoys planning, coordinating, communicating with clients, supporting events, solving problems, and assisting with the daily operations of a growing business.
This position requires flexibility, excellent communication, strong attention to detail, and the ability to manage different tasks at the same time. The selected candidate must be comfortable supporting both administrative work and hands-on event operations when needed.
Position Summary
The Administrative & Event Operations Assistant will support the daily operations of the company, assist with event coordination, help manage client communication, organize schedules, support inventory and logistics, assist with equipment and mobile cart preparation, provide service at events when needed, and offer direct administrative support to the founder.
This person must be reliable, professional, organized, and available to work a flexible schedule, including weekends and holidays when events require it.
Main Responsibilities Event Operations Support
- Assist with the planning, coordination, and execution of events.
- Coordinate event details, schedules, setup times, transportation, and logistics.
- Confirm event information with clients, vendors, venues, and team members.
- Help prepare materials, equipment, inventory, and supplies before each event.
- Assist with mobile cart preparation and organization.
- Ensure all event details are organized and ready before service.
- Support the team during events when needed.
- Provide service at our mobile stations when necessary.
- Assist with event breakdown, inventory return, and post-event organization.
- Help load, unload, organize, and prepare materials for events.
- Maintain communication with staff before, during, and after events.
- Help identify operational needs and assist in finding quick and professional solutions.
- Cover for an absent team member during events or operations when necessary.
Client Communication
- Respond to client inquiries through email, phone, WhatsApp, and social media when needed.
- Follow up with potential clients, quotes, invoices, contracts, and pending payments.
- Provide clear and professional communication to clients.
- Confirm event dates, guest counts, locations, service details, and special requests.
- Assist with sending proposals, invoices, forms, and service information.
- Maintain a warm, professional, and service-oriented tone with all clients.
- Help ensure each client feels guided, informed, and well taken care of.
Administrative Support
- Provide direct support to the founder with daily business tasks.
- Assist with calendar management, reminders, appointments, meetings, and follow-ups.
- Help organize documents, files, client records, invoices, receipts, and business information.
- Track pending tasks and help ensure deadlines are met.
- Assist with data entry, forms, vendor information, and operational checklists.
- Help keep business systems organized and updated.
- Support communication with vendors, suppliers, venues, and contractors.
- Maintain confidentiality with client, company, and business information.
Inventory & Supplies
- Help monitor inventory for events, stations, packaging, disposables, uniforms, and supplies.
- Assist with placing orders or coordinating pickups when needed.
- Track items that need to be restocked.
- Help maintain cleanliness and organization of storage areas, equipment, and materials.
- Prepare inventory checklists before and after events.
- Report missing, damaged, or low-stock items.
- Assist with moving event equipment, supplies, inventory, and mobile carts when necessary.
Team & Schedule Support
- Assist with coordinating team availability for events and operations.
- Communicate event instructions and expectations to staff when assigned.
- Confirm staff availability for weekends, holidays, and special events.
- Support onboarding and training coordination when new staff members are hired.
- Help maintain a professional, respectful, and organized work environment.
- Assist in covering operational gaps when an employee is absent.
Sales & Business Support
- Assist with lead follow-up and client retention.
- Help track potential clients and pending approvals.
- Support quote preparation and service recommendations.
- Assist with offering add-ons such as cocktail service, extra hours, additional stations, and premium upgrades.
- Help identify opportunities to improve client experience and sales conversion.
Social Media & Marketing Support
- Assist with basic content organization when needed.
- Help capture behind-the-scenes photos or videos during events, if appropriate.
- Support posting, reminders, client testimonials, and service highlights when assigned.
- Help organize photos, videos, event content, and brand materials.
Requirements
- Own a Vehicle, the person must be 18 + yrs
- Must be responsible, punctual, organized, and reliable.
- Must have flexible availability.
- Must be available to work weekdays, weekends, holidays, and events as needed.
- Must be available to work approximately 30–40 hours per week.
- Must have strong communication skills in Spanish.
- English communication skills are a plus.
- Must be comfortable using WhatsApp, email, Google Calendar, Google Drive, and basic office tools.
- Must be able to multitask and manage different priorities.
- Must have a professional and positive attitude.
- Must be detail-oriented and able to follow instructions.
- Must be proactive and willing to take initiative.
- Must be able to work independently and as part of a team.
- Must have reliable transportation.
- Experience in events, hospitality, customer service, administration, or coordination is preferred.
- Experience with invoices, quotes, client follow-up, scheduling, or vendor coordination is a plus.
Physical Requirements & Event Support
This position may require occasional physical support during event preparation, setup, breakdown, and daily operations.
The selected candidate must be able to:
- Lift and move approximately 25–50 lbs when needed.
- Assist with moving event equipment, supplies, inventory, and mobile carts when necessary.
- Help load, unload, organize, and prepare materials for events.
- Provide service at our mobile stations when needed.
- Cover for an absent team member during events or operations when necessary.
- Stand for extended periods during events, setups, or service.
- Work in a fast-paced environment during event days.
- Support both administrative and hands-on operational tasks as needed.
Ideal Candidate
The ideal candidate is someone who is:
- Highly organized
- Trustworthy
- Professional
- Warm with clients
- Strong at follow-up
- Detail-oriented
- Flexible with schedule
- Comfortable working under pressure
- Able to solve problems quickly
- Willing to support wherever needed
- Interested in growing with the company
- Able to work closely with the founder and understand business priorities
This role is not limited to sitting at a desk. It requires someone who can support administration, operations, events, errands, team coordination, client communication, mobile station preparation, and on-site service when needed.
Work Schedule
This position requires a flexible schedule of approximately 30–40 hours per week, based on business and event needs.
Availability must include:
- Weekdays
- Weekends
- Holidays
- Mornings or evenings when needed
- Event days
- Occasional schedule adjustments depending on client and event needs
The weekly schedule may vary depending on confirmed events, meetings, client appointments, and company operations.
Important Expectations
This position requires strong communication and reliability. Because our business depends on event planning, client service, and timely execution, the selected candidate must be able to:
- Communicate availability clearly.
- Notify the company promptly of any schedule changes.
- Follow through on assigned tasks.
- Keep information organized.
- Maintain confidentiality.
- Represent the company professionally.
- Work with care, urgency, and attention to detail.
- Support the team in both administrative and operational needs.
- Be willing to assist during events, setups, breakdowns, and mobile station services when necessary.
How to Apply
Please submit your resume, photo and include a short message explaining:
- Your previous work experience
- Your availability
- Whether you are comfortable supporting both administrative tasks and hands-on event operations
- Why you believe you would be a good fit for this position
Only candidates who meet the availability and experience requirements will be contacted for an interview.
Pay: $14.00 per hour
Work Location: In person
