Job Description

Job Title: Intern – Administrative Assistant for Moments By Max

Location: Remote (Work from Home) & Occasional In-Office Hours (as needed)

Job Type: Internship | Part-Time | Flexible Schedule

Compensation: Unpaid (with commission opportunities on booked jobs)

Company Overview

Moments By Max is a creative and fast-growing company specializing in balloon and event décor. We bring joyful, Instagram-worthy events to life and are excited to welcome an organized, proactive Administrative Assistant Intern to support our daily operations and gain hands-on experience in a small business setting. This internship is ideal for college students or recent graduates interested in event planning, business operations, marketing, or client services.

Job Summary

As an Administrative Assistant Intern , you’ll support day-to-day operations through scheduling, client communication, file organization, and lead generation. You’ll also play a key role in growing the business by identifying potential clients, maintaining relationships with past clients, and helping book new jobs. You’ll earn commission for any events or jobs you help book—so the more you contribute, the more you can earn. This is a flexible, part-time internship (10–20 hours per week) with real potential for hands-on growth in a creative industry.

Key Responsibilities

Administrative Support

• Manage and organize emails, schedule meetings, and respond to client inquiries.
• Oversee the company’s admin email account to handle day-to-day communication, scheduling, and client follow-ups.
• Maintain digital records for clients, vendors, and projects.
• Help prepare proposals, invoices, and other business documents.
• Track inventory and job status updates.

Event & Client Coordination (as needed)

• Assist with planning and logistics for upcoming events.
• Communicate professionally with clients, vendors, and partners.
• Help maintain event checklists and internal calendars.

Marketing & Outreach Support (Optional)

• Assist in organizing content for social media or creating marketing materials (e.g., Canva flyers).
• Support basic engagement such as responding to comments and messages.
• Reach out to potential clients or partners to promote MBM’s services.

Client Research & Lead Generation

• Research and identify potential clients that align with Moments By Max ’s offerings (e.g., event planners, corporate teams, community groups).
• Build and maintain a list of high-quality leads with contact information for outreach.
• Explore directories, social platforms, and event calendars to find new opportunities.
• Suggest potential collaborations or community events that could benefit from balloon décor and event styling.
• Reach out to new leads professionally and follow up regularly.
• Earn commission on any new clients or jobs you help secure—the more you book, the more you make.
• Reconnect with past clients to maintain relationships and ask about upcoming events or décor needs.
• Keep organized notes on all outreach and communication efforts.

Photo & Video Support (As Needed)

• Capture behind-the-scenes photos and short video clips during event setup or décor installations.
• Take occasional content (on phone or camera) for social media use (Reels, TikToks, or Stories).
• Assist with documenting client events and creating basic content for promotions or portfolio updates.
• Comfortable being on camera or filming others when required.

Team Collaboration

• Work closely with the MBM team on administrative needs and ongoing projects.
• Participate in occasional team meetings (virtual or in-person).
• Contribute ideas to improve operations and enhancing the client experience.

Qualifications

• Current college student or recent graduate (fields like Business, Marketing, Communications, or Event Management preferred).
• Highly organized with strong attention to detail.
• Excellent written and verbal communication skills.
• Familiarity with Google Workspace, Microsoft Office, or Canva.
• Quick learner who is comfortable working independently and taking initiative.
• Reliable transportation for occasional errands or in-person events (if needed).

Bonus Skills (Not Required)

• Experience with social media, customer service, or hospitality.
• Interest in events, design, photography/videography or marketing.
• Comfortable speaking with clients and building relationships.

Time Commitment & Compensation

• Internship | 10–20 hours/week (flexible based on availability and workload).
• Unpaid internship , but commission available for any jobs you help book .
• W9 form required if commission exceeds taxable threshold.

Perks

• Commission for booked events (gain real-world sales and business development experience).
• Free meals during events and discounted décor for personal use.
• Flexible work schedule that fits around school or other commitments.
• Direct experience in event planning, small business operations, and marketing.
• Resume-worthy opportunity for students and new grads looking to break into the creative or event industries.

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