Luxury Events Operations & Client Relations Coordinator - Freelance, Remote
Magic One
Luxury Events Operations & Client Relations Coordinator - Freelance, Remote
Description\nAbout the Client
Our client is an internationally recognized luxury event planning company specializing in creating extraordinary experiences for high-profile brands, celebrities, and discerning clients across the globe. Founded by a visionary entrepreneur with an MBA in International Marketing & Management, the company has been featured on Bravo TV and in prestigious publications like Harpers Bazaar Bride India and Huffington Post. With a commitment to excellence and a reputation for creating unforgettable events, they're seeking a detail-oriented professional to support their continued growth and maintain their exceptional service standards.
Why does this role exist?
This position was created to enhance operational efficiency and client experience for our thriving luxury events business and women's leadership conference series. We need a proactive and organized professional with a strong personality who can manage complex communication flows, support client relationships, and ensure seamless administrative processes across both KIS(cubed) Events and Leave Her Mark initiatives. By coordinating critical business functions and serving as a frontline representative for our brand, you'll enable our leadership team to focus on creative direction and strategic growth while maintaining the premium service experience our discerning clientele expects.
The Impact you’ll makeCommunication & Relationship Management \nOversee and organize email communications, ensuring prompt and professional responses to inquiries\nConduct initial consultations with potential clients to gather information and schedule follow-up calls\nFilter and streamline subscriptions and communications to maintain focused inbox management\nServe as the first point of contact for clients, vendors, and partners, representing the company's luxury brand\nLead Generation & Client Acquisition \nManage lead tracking and follow-up using 17hats CRM platform\nSupport the preparation of client proposals and contracts\nConduct detailed research for prospective clients and projects\nFacilitate smooth client onboarding processes\nFinancial Operations & Administration \nPrepare and organize client invoices and expense documentation\nImplement and manage a robust payment tracking system to ensure timely collections\nSend payment reminders and conduct follow-up communications to secure outstanding payments\nMaintain detailed financial records for both KIS(cubed) Events and Leave Her Mark programs\nEnsure all financial documentation is organized and ready for CPA review\nCalendar & Travel Coordination \nManage executive calendar, ensuring efficient scheduling of appointments and meetings\nCoordinate across time zones for international client engagements\nBook and organize travel arrangements for business trips and events\nProactively identify and resolve scheduling conflicts\n\nConsistent 24-48 hour response time to all client and lead communications\nIncreased efficiency in lead conversion through meticulous CRM management\nReduction in outstanding payments through effective collections management\nSeamless calendar management with minimal conflicts or issues\nPositive feedback from clients regarding communication and responsiveness\nSuccessful administrative support for both luxury events and women's leadership initiatives\n
Skills, Knowledge and ExpertiseRequired:\nMinimum 2 years of experience in luxury hospitality, events, or high-end client services\nProven track record of managing complex communications and administrative processes\nExperience with CRM platforms and client relationship management\nProficiency with financial tracking, payment collection, and basic bookkeeping principles\nDemonstrated ability to represent a luxury brand with appropriate professionalism\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExceptional communication skills with impeccable attention to tone and detail\nProactive problem-solving with the ability to anticipate needs before they arise\nStrong, confident personality that can professionally handle challenging situations\nDeep organizational abilities to manage multiple priorities simultaneously\nProfessional poise and composure when dealing with high-profile clients\nResourcefulness in finding solutions to complex logistical challenges\nMeticulous attention to detail in all administrative and client-facing tasks\nAdaptability to seamlessly transition between luxury events and leadership conference priorities\nYou should apply if… \nYou thrive in roles requiring both organization and relationship-building\nYou're passionate about luxury experiences and empowering women's initiatives\nYou take pride in creating seamless operations behind the scenes\nYou're energized by supporting successful entrepreneurs and their vision\nYou have a strong personality that can confidently represent a luxury brand\nYou value supporting leadership initiatives for women\nYou're excited to be part of creating extraordinary experiences for discerning clients\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday, 9 AM to 6 PM EST (Eastern Standard Time)\n40 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Department: Boutique Client
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description\nAbout the Client
Our client is an internationally recognized luxury event planning company specializing in creating extraordinary experiences for high-profile brands, celebrities, and discerning clients across the globe. Founded by a visionary entrepreneur with an MBA in International Marketing & Management, the company has been featured on Bravo TV and in prestigious publications like Harpers Bazaar Bride India and Huffington Post. With a commitment to excellence and a reputation for creating unforgettable events, they're seeking a detail-oriented professional to support their continued growth and maintain their exceptional service standards.
Why does this role exist?
This position was created to enhance operational efficiency and client experience for our thriving luxury events business and women's leadership conference series. We need a proactive and organized professional with a strong personality who can manage complex communication flows, support client relationships, and ensure seamless administrative processes across both KIS(cubed) Events and Leave Her Mark initiatives. By coordinating critical business functions and serving as a frontline representative for our brand, you'll enable our leadership team to focus on creative direction and strategic growth while maintaining the premium service experience our discerning clientele expects.
The Impact you’ll makeCommunication & Relationship Management \nOversee and organize email communications, ensuring prompt and professional responses to inquiries\nConduct initial consultations with potential clients to gather information and schedule follow-up calls\nFilter and streamline subscriptions and communications to maintain focused inbox management\nServe as the first point of contact for clients, vendors, and partners, representing the company's luxury brand\nLead Generation & Client Acquisition \nManage lead tracking and follow-up using 17hats CRM platform\nSupport the preparation of client proposals and contracts\nConduct detailed research for prospective clients and projects\nFacilitate smooth client onboarding processes\nFinancial Operations & Administration \nPrepare and organize client invoices and expense documentation\nImplement and manage a robust payment tracking system to ensure timely collections\nSend payment reminders and conduct follow-up communications to secure outstanding payments\nMaintain detailed financial records for both KIS(cubed) Events and Leave Her Mark programs\nEnsure all financial documentation is organized and ready for CPA review\nCalendar & Travel Coordination \nManage executive calendar, ensuring efficient scheduling of appointments and meetings\nCoordinate across time zones for international client engagements\nBook and organize travel arrangements for business trips and events\nProactively identify and resolve scheduling conflicts\n\nConsistent 24-48 hour response time to all client and lead communications\nIncreased efficiency in lead conversion through meticulous CRM management\nReduction in outstanding payments through effective collections management\nSeamless calendar management with minimal conflicts or issues\nPositive feedback from clients regarding communication and responsiveness\nSuccessful administrative support for both luxury events and women's leadership initiatives\n
Skills, Knowledge and ExpertiseRequired:\nMinimum 2 years of experience in luxury hospitality, events, or high-end client services\nProven track record of managing complex communications and administrative processes\nExperience with CRM platforms and client relationship management\nProficiency with financial tracking, payment collection, and basic bookkeeping principles\nDemonstrated ability to represent a luxury brand with appropriate professionalism\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExceptional communication skills with impeccable attention to tone and detail\nProactive problem-solving with the ability to anticipate needs before they arise\nStrong, confident personality that can professionally handle challenging situations\nDeep organizational abilities to manage multiple priorities simultaneously\nProfessional poise and composure when dealing with high-profile clients\nResourcefulness in finding solutions to complex logistical challenges\nMeticulous attention to detail in all administrative and client-facing tasks\nAdaptability to seamlessly transition between luxury events and leadership conference priorities\nYou should apply if… \nYou thrive in roles requiring both organization and relationship-building\nYou're passionate about luxury experiences and empowering women's initiatives\nYou take pride in creating seamless operations behind the scenes\nYou're energized by supporting successful entrepreneurs and their vision\nYou have a strong personality that can confidently represent a luxury brand\nYou value supporting leadership initiatives for women\nYou're excited to be part of creating extraordinary experiences for discerning clients\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday, 9 AM to 6 PM EST (Eastern Standard Time)\n40 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
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