Administrative Assistant

Why Join Mountains cape?  At Mountains cape, we create unforgettable experiences - from corporate gatherings to custom weddings and premium event rentals - all set against the stunning backdrop of the Rockies. We thrive in a fast-paced, hands-on environment where collaboration is key, and client satisfaction is everything. Every event is a new adventure, and no two days are ever the same - which is exactly how we like it.
Our team pulls together to make magic happen, whether it is a mountaintop wedding or a large-scale corporate celebration. If you are a proactive, detail-loving professional who enjoys solving challenges on the fly, working with passionate people, and celebrating big wins together, you will feel right at home here.
We are looking for an Administrative Assistant to join our team!
About the Role  The Administrative Assistant provides essential administrative and client support throughout the wedding planning process. This role serves as a key point of contact for prospective and booked couples, ensuring a seamless client experience through organization, communication, scheduling, documentation, and coordination support for the wedding planning team.
What You Will Do   Respond promptly and professionally to initial client inquiries by phone, email, website forms, and social media.
Provide information about company services, packages, availability, and the planning process.
Maintain accurate records of leads and prospective clients within company systems.
Follow up with inquiries and nurture potential clients through the booking process.
Scheduling & Calendar Management   Schedule consultations, planning meetings, venue visits, and vendor appointments for couples and planners.
Coordinate calendars and confirm appointments with all relevant parties.
Send meeting reminders and ensure all necessary information is prepared in advance.

Documentation & File Management   Create, organize, and maintain client files and wedding-related documentation.
Prepare contracts, proposals, planning documents, timelines, questionnaires, and other client materials.
Ensure client records are accurate, complete, and up to date throughout the planning process.
Maintain digital filing systems and company document templates.

Invoicing & Administrative Support   Track payments and communicate payment reminders to clients as needed.
Help maintain financial records related to client accounts.
Support general office administration, data entry, and reporting tasks.

Planner Assistance & Event Coordination Support   Provide administrative support to wedding planners throughout the planning process.
Help gather and organize vendor information, contracts, and event details.
Help prepare planning packets, timelines, and event-day documentation.
Coordinate internal communications to ensure planners have the information needed to serve clients effectively.
Support project tracking and ensure key planning milestones are completed on schedule.

Client Experience   Deliver exceptional customer service while building positive relationships with couples.
Maintain professionalism, confidentiality, and attention to detail in all client interactions.
Help create a smooth, organized, and stress-free experience for clients and team members alike.

What You Bring to the Team   1-3 years of experience in an administrative, customer service, hospitality, event planning, or office coordination role.
Experience managing client communications, including email correspondence, phone inquiries, and scheduling appointments.
Experience creating, organizing, and maintaining electronic files, documents, and records.
Accountability to maintaining Mountains cape’s service standards, ensuring every detail supports the successful delivery of the client’s vision

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