Experienced VA - Client Enquiries & Event Coordination (UK Events Business) Remote | Long-Term Role

We’re a UK-based experiential catering company looking for a reliable and organised Virtual Assistant to help manage:

Incoming event enquiries
Client communication
Client brand activation proposals - bespoke to each job using Canva or similar
Quotes and invoices
Pre-event planning and coordination

This is a client-facing role, so strong communication and attention to detail are essential.

About the Business:
We deliver interactive food experiences for corporate events, agencies, and brands across the UK.
We currently generate £200,000+ per year with no formal marketing, and we’re now improving our systems and response times to grow further.

What You’ll Be Doing:
1. Client Enquiries
Respond quickly and professionally to new enquiries
Gather key event details
Send quotes using templates
Create bespoke quotes and proposals to review with management
Follow up to help convert enquiries into bookings

2. Client Liaison & Event Coordination
Once a job is confirmed, you will:

Be the main point of contact for the client
Manage communication leading up to the event
Handle requests such as:
Flavours / menu choices
Branding (cups, signage, etc.)
Timings and service details
Organise all information clearly
Create a simple event plan / job sheet
Ensure the production team has everything needed
???? This is a key part of the role - getting the details right before the event.

3. Quotes, Invoices & Tracking

Create quotes using templates
Adjust pricing where needed (training provided)
Send invoices
Track progress of each enquiry

4. CRM & Organisation
Log all enquiries and bookings
Track status (enquiry ? quote ? booked ? completed)
Help improve internal systems over time
Follow up with client and request reviews to build online presence and client confidence.

5. General Admin
Assist with documents and organisation
Keep files structured (Google Drive / Dropbox)

6. Light Support Tasks
Upload social media posts using existing content
Help with small website updates (following instructions only)
???? No marketing experience required.

What We’re Looking For
Must Have
? Excellent written English
? Friendly, professional communication
? Strong organisation and attention to detail
? Ability to manage multiple conversations
? Reliable and responsive

You must be able to:
Keep track of lots of small details
Communicate clearly with both clients and internal team
Make sure nothing gets missed before an event
Be capable of creating simple client-facing proposals (Word, Google Docs or Canva) is highly preferred

Please include the word “EVENT READY” at the top of your application so we know you’ve read this properly.

Nice to Have
+Admin or customer service experience
+CRM or project tools
+ Events or hospitality experience

Working Hours
20–40 hours per week
Some overlap with UK daytime preferred

Pay
Competitive hourly rate
Long-term opportunity with growth

How to Apply:
Please include:

1. Short Introduction
Tell us about your experience in your own words. What you did in previous roles/experience that might be relevant to this role.

2. Client Response Task (Required)
Please reply to the following enquiry in under 120 words:
“Hi, we’re planning a corporate event for around 120 people in London. We’d like branded desserts and need help with options. Can you send details?”

3. Your Details
Hourly rate
Availability

Important!

Please write your application in your own words.
We carefully review all applications.
If your response is generic, AI or does not properly answer the task, it will not be considered.