Virtual Assistant for Event Business – Client Communication & Admin Support

About Us
Mocktail Magic is a premium mobile mocktail bar service based in the NYC/CT area. We provide unique beverage experiences for corporate and private events. We’re looking for a long-term Virtual Assistant to help manage client communication, quotes, contracts, and CRM tasks.

Responsibilities
• Manage client messages (email, text, chat) with a professional and friendly tone.
• Prepare and update quotes, invoices, W9s, and Certificates of Insurance (COI).
• Use our CRM (GoHighLevel) to track leads, follow-ups, and event details.
• Personalize communication using AI tools (ChatGPT with memory, templates, automations).
• Organize contracts and event details so nothing slips through the cracks.
• Occasionally help with marketing tasks (social media posts, scheduling).

Requirements
• Excellent written English (clear, professional, warm).
• Strong organizational skills and attention to detail.
• Experience with CRMs (GoHighLevel is a plus).
• Comfortable using AI tools (ChatGPT, automation, templates).
• Reliable internet connection.
• Bonus: Experience in hospitality, events, or client-facing admin roles.

Compensation
• $4–$7 USD/hr depending on experience.
• 10–15 hrs/week to start, with potential to grow to 20+ hrs/week as the business scales.
• Long-term, stable role with growth opportunities.

Example Tasks
• Send a personalized reply to a new event inquiry (using templates + details).
• Update a quote/invoice in CRM and send it with correct W9/COI attached.
• Track client preferences (ex: mocktail flavors, décor requests) and update CRM.
• Follow up with clients 1–2 days after quotes.

How to Apply
Please send:
1. A short intro about yourself.
2. Examples of admin/VA work you’ve done (especially client communication).
3. Your availability (hours/week + time zone).
4. Your hourly rate.