Wedding Planner Assistant Job Description (and How to Hire)

As a wedding planner, there’s only so much you can do alone, so you’re likely looking at hiring a Wedding Planner Assistant!

Here at The Abundance Group, Ashley is the owner of The Simply Elegant Group, one of the largest wedding planning companies in the world with a team of over 40 employees across 9 locations. Needless to say, we know a thing or two about hiring assistants!

In this blog post, we’ll be walking you through what the role of a Wedding Planner Assistant looks like, how to put together an amazing job description, and where to find candidates.

What the Role of a Wedding Planner Assistant Looks Like

Your assistant will work alongside you as an extra pair of hands, eyes, and ears to make sure your weddings on running smoothly. You could hire a day-of assistant who helps facilitate the day-of wedding. You could even hire a lead assistant who you trust to take on solo calls or meetings with clients, as well as assistant in coordinating and negotiating with vendors.

Your Assistant Planner may perform tasks like:

• Confirm availability and secure dates with the vendors/venue
• Arrange equipment or material rentals
• Make sure the bridal party is in place the day-of
• Assist in breaking down the event and putting everything away at the end of the day
• Ensure the couple and bridal party feel comfortable and confident
• Keep clients updated on the progress of their wedding planning
• Assisting and greeting guests on the day-of
• Setting up and detailing items like programs, chairs, tables, linens, etc.
• Receiving gifts and putting them in their correct place

What to Include in a Wedding Planner Assistant Job Description

You should always be crystal clear about what the role looks like, what skillset a candidate needs, what requirements should be met, etc., when posting your job description. This allows you to attract the right candidates and repel those who aren’t. Think of this as the main filter that will help you prevent sorting through tons of unqualified or simply not-the-right-fit applicants!

Be sure to include the mission and vision of your business at the top before displaying the positions available. You should also include:

• Specific role responsibilities (i.e. if hiring a social media manager, saying “You will be creating graphics in Canva and scheduling through Planoly for 12 posts per month” instead of “Creating and scheduling social media content for the month”), including any additional responsibilities or possible responsibilities as the position grows
• A job title that’s clear and direct
• Salary or expected pay, if you so choose, as well as any benefits or perks
• Expected hours per month if hiring an independent contractor, or, if hiring employees, if the position is full-time or part-time
• Requirements and qualifications that are needed for someone to be eligible to apply. This can also include personality qualifications as well! If you’re looking for someone who’s super-organized, flexible with their time, willing to tackle things that come up on their own, etc., be sure to specify those things.
• Physical requirements and attire. You should be clear how much your assistant will be expected to be on their feet, as well as the proper dress for weddings.

Where to Find Wedding Planner Assistant Candidates

Now the big question is probably, “But where do I find suitable candidates?!” In the wedding world, there two phenomenal places to start: within your network and on Instagram. We always recommend first starting with your own connections and network. Don’t be afraid to ask for recommendations from vendors that you know.

With weddings being so focused on visuals, Instagram is the main hub of wedding professionals and wedding lovers. This makes it an awesome place to get the word out that you’re hiring. In your post, ask for your followers to share your post to get more eyes on it!

There are tons of other places you can post besides just your Instagram feed. You can also let it be known you’re hiring through:

• Instagram Stories: Don’t forget about your Stories! You can either post a separate graphic just for Stories, or you can share your feed post to your Stories. We’d recommend posting a short slide series that shares what your company is about, position details, where to apply, etc.
• Add a line to your Instagram bio: You may want to edit your Instagram bio to announce that you’re “Now hiring” with some fun emojis to draw attention to it. That way, anyone who visits your profile will know that they can apply.
• Create a Story Highlight: Once your Story or Story series goes live, create a Highlight on your profile to showcase those Stories. This will make sure anyone who visits your profile sees not just the line in your bio, but the posts of information as well.
• Add your application link to your bio: Direct profile visitors to the application link in your bio. If you use a tool like Linktr.ee to create a landing page instead, be sure to add a button to your application there.
• Create an Instagram Reel: Creating Reels is a super fun way to show your personality and company culture through video! Search common hiring hashtags to see what others are doing for ideas.

We have an entire blog post all about how to hire using Instagram right here that you should definitely check out!

Ready to Hire a Wedding Planner Assistant?

Hiring can be super stressful, but also exciting! It should let you know that you’ve been taking every right step in your business thus far if you’ve grown to this point. Your marketing efforts sure are paying off!

If you need assistance hiring your wedding planner team members, we encourage you to apply for the Building Your Team Intensive! This 12-week program will walk you through everything you need to grow a powerful wedding planner team.

Here’s a breakdown of what we’ll cover each week:

1: Mindset – Beyond Solopreneur

2: Independent Contractors vs. Employees

3: Structuring Your Team

4: Standard Operating Procedures & Training

5: Implementation Week

6: Finding & Interviewing Talent

7: Onboarding & Expectation Setting

8: Payroll, Taxes & Finances

9: Implementation Week

10-11: Leading & Managing Your Team

12: Final Q&A

We all-but-literally hold your hand throughout this process. You’ll have support in the inbox and Instagram DMs to make sure you get the most out of the program. The Intensive is application-only, so we can hop on a call with you to make sure that you’re 100% ready to start building a team before you even invest a dime!

Just head right here to apply so we can chat, or DM us on Instagram @theabundancegroup if you have any questions!