Luxury Event Concierge Specialist

We are a luxury event-planning company based in Los Angeles, specializing in premium picnics, proposals, birthdays, baby showers, bridal showers, tablescapes, and private celebrations.

We are looking for a reliable, polished, and highly detail-oriented Luxury Event Concierge Specialist to support client communication, lead follow-ups, reservations, payments, and event coordination.

This is a client-facing luxury concierge role, not a basic Virtual Assistant position. We need someone who can communicate professionally with US clients, guide leads through the booking process, handle pricing conversations, notice missing details, and take ownership without repeated reminders.

The right person is calm, organized, proactive, and comfortable helping clients move from first inquiry to confirmed booking.

This role starts at 20 hours/week, with the opportunity to grow into 30–40 hours/week for the right person.

Work Hours

Our main business hours are 10:00 AM – 4:00 PM PT / California time.

The exact schedule will be discussed during the hiring process, but we are looking for someone who can commit to a consistent part-time schedule of approximately 4 hours per day, 5 days per week.

What This Role Really Means

You will help protect the client experience from inquiry to event day.

You will be responsible for making sure leads are followed up with, clients receive clear answers, reservations are organized, payments are tracked, and missing details are noticed before they become problems.

This role requires someone who can think ahead, communicate clearly, and help keep the business organized every day.

Responsibilities
- Respond to client inquiries by email, phone, text, and messages
- Handle client calls professionally and confidently
- Follow up with leads and help convert inquiries into bookings
- Guide clients through packages, pricing, availability, and booking steps
- Handle pricing questions and objections in a polished, professional way
- Add new reservations and update client records
- Track payments, balances, event details, and client notes
- Review upcoming events for missing details, timing issues, or unclear requests
- Prepare client messages, summaries, and internal updates
- Support event planners with organized reservation information
- Help create and update event checklists when needed
- Use tools such as Gmail, Google Sheets, Asana, Stripe, and ChatGPT
- Escalate urgent or unclear situations before they become problems
- Help maintain a luxury-level client experience from inquiry to event day

Must-Have Requirements
- Excellent spoken and written English
- Confident speaking with US clients by phone
- Experience in customer success, sales, hospitality, events, weddings, travel, concierge service, or premium customer service
- Strong follow-up skills and comfort helping turn inquiries into bookings
- Ability to handle pricing questions professionally
- Very strong attention to detail with dates, times, payments, client requests, and event notes
- Reliable, proactive, and able to complete work without repeated reminders
- Comfortable with spreadsheets, admin work, and structured processes
- Fast internet, quiet workspace, and professional communication style
- Backup plan for internet or power issues, such as hotspot, mobile access, or another reliable work location
- Comfortable using AI tools like ChatGPT to improve drafts, summaries, and templates

Ideal Candidate
The ideal candidate has experience supporting premium clients and understands that tone, timing, accuracy, and follow-up matter.

You may be a strong fit if you:
-Can write polished and natural client messages
- Are comfortable with both sales follow-up and client support
- Can organize details without constant supervision
- Notice missing information before it creates a problem
- Know when to answer directly and when to escalate
- Stay calm and professional under pressure
- Want a long-term role with growth potential

Please Do Not Apply If
- You are looking for a basic VA/admin role only
- You are not comfortable speaking with clients by phone
- You need repeated reminders to complete tasks
- You are not detail-oriented with dates, times, payments, and client requests
- You are uncomfortable with sales follow-ups or pricing conversations
- You prefer step-by-step instructions for every small task
- You do not have reliable internet or a backup plan for remote work issues

Compensation
Depending on experience, phone confidence, sales ability, and relevant background.

This role starts at 20 hours/week, with potential to grow into 30–40 hours/week for the right person.

Performance bonuses and pay increases may be available after the probation period based on reliability, client communication, lead follow-up, booking support, attention to detail, and overall ownership.

We are looking for someone who can prove strong communication, judgment, reliability, and attention to detail before moving into a long-term role.

To Apply

Please answer all questions below. Applications without complete answers will not be reviewed.

1. What experience do you have with luxury clients, events, hospitality, weddings, travel, concierge service, sales, or premium customer service?
2. Describe a time when you helped close a client, saved a client relationship, or handled a difficult customer professionally.
3. Have you handled phone calls with US clients? Please describe the type of calls and your comfort level.
4. A client says: “Your picnic is too expensive. Other companies are cheaper.” Write your professional reply.
5. A client asks for a proposal picnic quote but does not respond after receiving pricing. Write your follow-up message.
6. You are reviewing tomorrow’s events and notice that one client has not paid the remaining balance and the final location is not confirmed. What would you do?
7. Your power or internet goes out during your shift. What is your backup plan and how would you notify the team?
8. Are you available during 10:00 AM – 4:00 PM California time? Please share your preferred schedule and confirm if you are open to Tuesday–Saturday availability.
9. In the first line of your application, write: “I understand this is a client-facing luxury event concierge role.”

Please attach your most recent resume/CV. Thank you.