Virtual Assistant - Bookkeeping & Event Inquiries

Summary

Join Rose Gold Presents, a premier event production company, as a Virtual Assistant to manage bookkeeping and event inquiries. You will be responsible for accurate data entry in QuickBooks Online, managing contractor information, and reconciling books. The role also involves responding to event inquiries via email, categorizing information, and following up with potential clients. Strong attention to detail, organizational skills, and proficiency in Microsoft Excel or Google Sheets are essential. Experience with QuickBooks Online is preferred, as is experience in event planning or the hospitality industry. This position requires a high level of trustworthiness and the ability to handle sensitive information responsibly.

Requirements

• Experience with QuickBooks Online (preferred)
• High level of trustworthiness and ability to handle sensitive information responsibly
• Strong attention to detail and accuracy in data entry & transaction categorization
• Proficient in Microsoft Excel or Google Sheets for data entry and management
• Strong written communication skills for email management
• Ability to work independently and manage recurring tasks on schedule
• Excellent organizational skills

Responsibilities

• Accurately input contractor information from invoice forms into QuickBooks
• Add new contractors to QuickBooks, ensuring all details are correctly entered
• Verify contractor details for accuracy and completeness
• Turn off all direct deposit payments on the 17th of each month
• Maintain organized records of contractor information and payment settings
• Categorize and reconcile books from the previous month by the 5th of each following month
• Track intercompany money movements and ensure proper reconciliation
• Follow established workflows and ensure compliance with internal policies
• Respond to initial event inquiries via email using pre-approved templates
• Categorize event inquiries into a spreadsheet, including date, time, guest count, and venue details
• Gather additional information from clients as needed (e.g., event type, specific requirements)
• Follow up with potential clients to suggest alternative venues if their preferred choice is unavailable
• Maintain and update separate spreadsheets for each venue with categorized inquiries
• Keep all data organized and up to date across venue spreadsheets
• Manually update flyers on POSH, a ticketing platform, based on a predefined spreadsheet tracker

Preferred Qualifications

• Experience in event planning or the hospitality industry
• Familiarity with email management tools or CRM systems