Events Virtual Assistant

VA Masters; Himamaylan; On-site; PHP 360,000 - 600,000; Full time

Job summary

vamasters, Inc. is seeking a Wedding Planning Coordinator to handle day-to-day vendor communications, coordinate logistics from booking through event day, and track details across multiple weddings.

A highly organized, clear writer who stays calm under pressure will thrive, managing emails, quotes, timelines, and spreadsheets while keeping files tidy and on schedule. You will build run sheets, follow up on outstanding items, and support the planning team to deliver memorable weddings.

Qualifications

• Excellent written English with a clear, polite, and professional tone for supplier correspondence.
• Proven experience coordinating multiple projects or events at once without losing track.
• Exceptional organizational skills and accuracy with dates, times, names, and numbers.
• Confident managing high volumes of email and WhatsApp correspondence.
• Strong follow-up discipline: you chase outstanding items until they are resolved.
• Comfortable working in spreadsheets and shared trackers or project management tools.
• Sound judgment on what to handle directly and what to escape.
• Vigilant about detail, prompt with follow-through, and able to run your own workload.
• Strong communication skills and a collaborative approach.

Responsibilities

• Manage ongoing email and WhatsApp correspondence with vendors, hotels, and venues.
• Request, collect, and compare quotes, availability, and contract details from suppliers.
• Coordinate wedding logistics, including bookings, deliveries, timings, and supplier arrivals.
• Keep detailed trackers on the status of every wedding in progress.
• Follow up on outstanding responses, confirmations, and documents until they are closed out.
• Build and update event timelines, checklists, and running orders.
• Keep files, contracts, and supplier details organized and easy to retrieve.
• Flag scheduling conflicts, delays, or missing information early so they can be resolved.
• Prepare summaries of status and next steps across concurrent weddings.
• Support the planning team with day-to-day administrative coordination.

Skills

Written English

Project coordination

Organizational skills

Email management

Follow-up discipline

Spreadsheet skills

Decision making

Detail-oriented

Communication

Job description

Job Summary:

Weddings look effortless only because someone sweats the details, and a Wedding Planning Coordinator will be that person for us behind the scenes. You will handle day-to-day correspondence with vendors and hotels, coordinate logistics from booking through to event day, and track every detail across several weddings happening at once. A highly organized, clear writer who chases things down without being asked, and who stays calm when several moving parts need attention on the same day, is the ideal fit.

Key Responsibilities:

• - Manage ongoing email and WhatsApp correspondence with vendors, hotels, and venues
• - Request, collect, and compare quotes, availability, and contract details from suppliers
• - Coordinate wedding logistics, including bookings, deliveries, timings, and supplier arrivals
• - Keep detailed trackers on the status of every wedding in progress
• - Follow up on outstanding responses, confirmations, and documents until they are closed out
• - Build and update event timelines, checklists, and running orders
• - Keep files, contracts, and supplier details organized and easy to retrieve
• - Flag scheduling conflicts, delays, or missing information early so they can be resolved
• - Prepare summaries of status and next steps across concurrent weddings
• - Support the planning team with day-to-day administrative coordination

Mandatory Skills:

• - Excellent written English with a clear, polite, and professional tone for supplier correspondence
• - Proven experience coordinating multiple projects or events at once without losing track
• - Exceptional organizational skills and accuracy with dates, times, names, and numbers
• - Confident managing high volumes of email and WhatsApp correspondence
• - Strong follow-up discipline: you chase outstanding items until they are resolved
• - Comfortable working in spreadsheets and shared trackers or project management tools
• - Sound judgment on what to handle directly and what to escape
• - Vigilant about detail, prompt with follow-through, and able to run your own workload
• - Strong communication skills and a collaborative approach

Preferred Skills:

• - Background in events, weddings, hospitality, travel, or venue coordination
• - Experience corresponding with hotels, venues, or suppliers on bookings and contracts
• - Familiarity with project management tools such as Notion, ClickUp, Asana, or Trello
• - Experience preparing event timelines, run sheets, or supplier schedules
• - Comfortable handling last-minute changes and shifting priorities
• - Thrives when several projects are in motion under deadline pressure, keeping each one on course

Why Join Us:

Work on real events with real deadlines, where your organization directly shapes how someone's wedding day turns out. The team is collaborative and the work is varied, with no two weddings the same. If you take pride in being the person who never lets a detail slip, you will fit in well here.