Administrative Assistant – Remote, Part-Time (Client & Event Coordination)

Green Scooter is a Chicago-based company that produces unique, family-friendly events including foam parties, silent discos, LED mini golf, portable planetarium experiences, and interactive STEAM activities. Our clients include schools, park districts, libraries, camps, and private events across the Midwest. We’re looking for a detail-oriented Administrative Assistant to help manage the administrative side of our events. This role focuses on client communication, booking administration, and event coordination support. This is a fully remote, part-time position to start (approximately 5–15 hours per week), with potential to grow as the company expands. Responsibilities Lead Management • Respond to inbound inquiries from potential clients • Send pricing information and event details using templates • Follow up with leads who have not yet booked • Track leads and bookings in a spreadsheet or CRM Booking Administration • Send contracts and invoices to clients • Track deposits and final payments • Send payment reminders when needed • Maintain organized records of bookings and client communications Event Coordination • Email clients prior to events to confirm key details such as address, arrival time, and event logistics • Update event information in company calendars and tracking systems • Ensure event details are organized and documented Post-Event Follow-Up • Send thank-you emails after events • Request reviews and testimonials from clients • Help maintain strong client relationships for repeat bookings General Administrative Support • Maintain organized client records and documents • Perform general administrative tasks such as document organization, data entry, and maintaining client records • Assist with basic administrative tasks as needed • Occasionally assist with scheduling social media posts or updating website content Qualifications • Strong written communication skills • Highly organized and detail-oriented • Comfortable working independently in a remote environment • Proficiency with Google Workspace (Gmail, Docs, Sheets) and basic spreadsheet use • Reliable and responsive when communicating with clients Strongly preferred: • Prior experience in administrative support, scheduling, customer communication, or event coordination Helpful but not required: • Experience with CRM systems or lead tracking tools • Familiarity with invoicing platforms such as QuickBooks, HoneyBook, or similar tools • Experience supporting a small business or events company Schedule & Compensation • 5–15 hours per week to start • Flexible schedule • Fully remote • Pay: $18–$30 per hour depending on experience Opportunity for the role to grow as the company expands. About Green Scooter Green Scooter produces unique, high-energy events for schools, camps, park districts, libraries, and private events. Our goal is to create unforgettable experiences while making the planning process easy for our clients. How to Apply Please include: • A brief note explaining why you would be a good fit for this role • Your resume Please begin your application with the word “Scooter” so we know you read the full job description. Pay: $18.00 - $30.00 per hour Work Location: Remote