Booking & Operations Assistant (Part-Time, Remote - Executive Assistant to Founder)

Icona Photo Booths; Wilmington (NC); Remote; USD 28,000 - 41,000; Part time

Benefits offered by this job

Flexible schedule

Performance-based incentives

Job summary

A luxury photo booth brand is seeking a detail-oriented operations professional for a part-time remote position. The role involves managing client inquiries, booking logistics, and operational tracking. Ideal candidates are highly organized and responsive, with experience in tools like Google Sheets and QuickBooks. This position offers flexibility with 5-10 hours per week and potential for growth within the company as booking volumes increase.

Qualifications

• Based in Wilmington, NC.
• Comfortable with online tools and communication.
• Ability to work independently with minimal oversight.
• Proficient with Gmail, Google Sheets, DocuSign, QuickBooks, and HoneyBook.

Responsibilities

• Monitor and respond to inquiries promptly.
• Issue and track contracts and invoices.
• Maintain organized lead records and communication logs.
• Monitor deposits and balances.
• Maintain booking calendar and reporting.
• Communicate professionally with clients.

Skills

Highly organized

Detail-oriented

Responsive communication

Comfortable with Gmail

Knowledge of Google Sheets

Experience with DocuSign

Experience with QuickBooks

Experience with HoneyBook

Facebook messaging

Instagram messaging

Education

College student or recent graduate

Tools

Google Sheets

DocuSign

QuickBooks

HoneyBook

HoneyBook

Job description

Icona Photo Booths is a luxury, vintage-inspired photo booth brand serving weddings and high-end events throughout North and South Carolina.

We specialize in studio-quality, design-forward experiences for clients who value elevated aesthetics and seamless execution.

We are growing steadily and are seeking a detail-oriented operations professional to support booking flow, client communication, and internal organization.

Role Overview

This is a part-time, remote role (approximately 5–10 hours per week) focused on managing lead intake, booking logistics, and operational tracking.

This role is critical to ensuring fast response times, organized client communication, and clean financial tracking as the company continues to grow.

Key Responsibilities

Lead Intake & Response

• Monitor and respond to inquiries from:
• Meta Ad forms / Website forms
• The Knot / WeddingWire
• Facebook Messages & Instagram DMs

Send first responses within ~1–2 hours during business hours when possible

Follow up with leads when necessary

Booking & Financial Operations

• Issue and track contracts (DocuSign/Honeybook)
• Issue and track invoices (QuickBooks/Honeybook)
• Monitor deposits and balances

Maintain booking pipeline and CRM (Google Sheets/Honeybook)

Reporting & Organization

• Maintain a clean booking calendar
• Track sales conversions weekly & monthly
• Maintain organized lead records and communication logs

Ideal Candidate

We are looking for someone who:

• Is based in Wilmington, NC
• Is highly organized and detail-oriented
• Is consistently responsive during normal business hours
• Communicates clearly and professionally in writing
• Is comfortable with: Gmail, Google Sheets, DocuSign, QuickBooks, HoneyBook (a major plus)
• Facebook & Instagram business messaging
• Enjoys behind-the-scenes operational work
• Works well independently with minimal oversight
• Is looking for a long-term role with growth opportunities

This is a great role for an advanced/organized college student, recent graduate, stay-at-home mom, or someone already working remotely seeking additional income

Schedule & Compensation

• 99% remote (some in-person work might be preferred on a case-by-case basis)
• 5–10 hours per week (flexible schedule)
• Hourly compensation based on experience
• Performance-based incentives tied to confirmed bookings (guaranteed)

As booking volume increases, there is an opportunity for expanded responsibility within operations and client coordination, which could lead to management opportunities.

How to Apply

Please submit your resume and complete the short interest form linked below. Qualified candidates will be contacted for a brief introductory call: https://forms.gle/TTHPbgxitDFWWa7Z9