Part-Time Administrative Assistant Full Time NEW

Basic Company Information:

Bowtie & Brush is a live wedding and event art brand specializing in live watercolor guest portraits for weddings, corporate, social celebrations, and brand events. Our work blends artistry, hospitality, and thoughtful client experience to create something meaningful for both hosts and guests.

Behind the scenes, I care just as much about clear communication, polished systems, and a seamless experience as we do about the artwork itself. I’m looking for a part-time Administrative Assistant who loves organization, communicates with warmth and professionalism, and takes real pride in keeping things running smoothly.

Description:

The Administrative Assistant is a remote support role responsible for helping maintain smooth daily operations across client communication, project organization, scheduling, and administrative systems. This position is ideal for someone who is detail-oriented, proactive, and comfortable managing multiple moving parts in a creative, service-based business.

This role is expected to average approximately 10 hours per week and is remote, with some flexibility preferred during busier event seasons or when time-sensitive administrative support is needed. For the right candidate, there is potential for the role to grow over time with additional hours and responsibilities based on performance, business needs, and overall fit. Hourly pay range is $24–$30 per hour, depending on experience.

Please note: This is a remote role, but candidates located in the Portland, OR and Vancouver, WA area are strongly preferred for communication and task turnaround.

Job Duties and Responsibilities (Core weekly)

• Monitor and organize incoming emails, inquiries, and administrative tasks
• Respond to inquiries in a timely, professional, and brand-aligned manner
• Assist with client communication, including follow-ups, scheduling, reminders, and sending templated responses
• Conduct follow-ups with leads, clients, assistants, and team members as needed
• Maintain and update CRM systems, project records, and workflow stages
• Prepare, format, and send contracts, questionnaires, proposals, and other client-facing documents
• Manage calendars, appointments, meetings, and internal task deadlines
• Organize event details, timelines, and administrative notes for upcoming bookings
• Track outstanding items, missing information, and deadlines, and communicate clearly about what needs attention
• Coordinate with day-of assistants and lead artists by sharing event details, confirming logistics, and helping maintain organized support for upcoming bookings

Job Duties and Responsibilities (As needed)

• Coordinate travel arrangements for booked events, including researching flight, hotel, and transportation options, organizing recommendations, tracking deadlines, and maintaining accurate travel records
• Review and update internal resources, workflows, and templates 
• Assist with light research, reporting, and operational tasks
• Document and maintain standard operating procedures (SOPs) for recurring administrative and workflow processes

Required Qualifications

• Prior experience in an administrative assistant, virtual assistant, coordinator, or similar support role
• Strong written communication skills and professional email etiquette
• Excellent organizational skills and strong attention to detail
• Ability to manage multiple tasks, deadlines, and priorities with consistency and follow-through
• Ability to work independently, take initiative, and keep moving parts organized without constant oversight
• Comfort working remotely and using digital tools for communication and organization
• Experience with Google Workspace, including Gmail, Google Docs, Google Sheets, Google Drive, and Google Calendar
• Ability to handle sensitive client and business information with discretion and professionalism
• Strong people skills and the ability to communicate with warmth, clarity, and professionalism
• Reliability, maturity, and a strong sense of responsibility in completing tasks

Preferred Qualifications

• Experience supporting a creative, wedding, event, or service-based business
• Familiarity with CRM platforms such as HoneyBook
• Experience with scheduling, file organization, workflow management, and client follow-up processes
• Basic understanding of client service and luxury brand communication
• Comfort learning new software and helping improve systems over time

Who Would Be a Great Fit

• Honest, trustworthy, responsible, and dependable, with the confidence to take initiative and handle important details with care
• Warm, people-focused, and professional, with strong communication skills and a kind, collaborative working style
• Highly organized, detail-oriented, and comfortable managing systems, workflows, and administrative tools with accuracy and consistency
• Able to receive feedback well, not take things personally, and work with a leader who is optimistic, warm, and collaborative

What Success Looks Like

Success in this role looks like me feeling less like I have to hold every moving piece by myself. By 30 days, I want to feel supported. By 60 days, I want to feel real relief. That means I can trust that recurring administrative tasks are being handled with consistency, care, and follow-through, without needing constant reminders or check-ins.

More specifically, success in this role looks like:

• Inquiries are receiving timely, professional responses and proposals
• Follow-ups are happening consistently
• The CRM and project records are current and reliable
• Calendars, deadlines, and outstanding tasks are being tracked proactively
• Travel and scheduling details are being handled with minimal loose ends
• Important details are not slipping through the cracks

To Apply

Please submit a Part-Time Administrative Assistant Application by May 16, 2026 11:59PM PST.