Administrative Assistant

Role
To undertake routine administrative tasks.
Relationships
Report to the studio owner
Liaise with teachers, other administrative staff, and clients
Responsibilities
Position: Virtual Assistant
Supervisor: Studio Owner
Function: Administration
Relationships: teachers, other administrative staff, clients, venue coordinators
Primary position objectives
The Virtual Assistant will fill the role of administrative assistant to the Studio Owner.
Position responsibilities
• Key tasks associated with the online booking system (Studio Dance Pro), such as updating programs, classes, and teachers, merging duplicate profiles, contacting people who have created a profile but not booked, adding new clients in Dance Studio Pro to Mailchimp, follow up clients who have lapsed.
• Generate regular reports from the Dance Studio Pro booking system (financial transactions, class capacity, sales by service, payroll, retention)
• Survey management, including sending surveys and generating reports
• Support with managing social media accounts platforms (Facebook, Twitter, Instagram, Snapchat, Youtube)
• Compiling reports on online activity, using Google Analytic, Mailchimp etc
• support with email marketing (using Mailchimp), including assistance preparing newsletter campaigns, mailing list maintenance, setting up automated email campaigns, and reporting.
• Communication with clients via email and possibly telephone (responding to enquiries, sending emails to lapsed clients etc)
• Assistance organising staff meetings and communication
Position competencies
Effective communication
Organisation of work
Position requirements / selection criteria

Essential knowledge, skills & abilities
Proven capacity to meet deadlines and deliverables
Extensive computer and internet literacy
Prior experience in an administrative role
Attention to detail and a high level of accuracy
Experience using either DropBox or Google Docs

Desirable
Experience with Mailchimp (or another email marketing package) and Dance Studio Pro (or another online booking system), and Survey Monkey (online survey tool)
Experience in social media platforms including Facebook, Twitter, Instagram, Snapchat, LinkedIn, and Youtube
Experience in using Google Analytics and Facebook Insights
Experience in graphic design tools, such as Gimp Shop or Photoshop, Illustrator or Inkscape
Experience in use of video and audio editing software such as Movie Maker and Audacity
Skills & abilities
Communication (written) - high
Communication (oral) - medium
Problem solving - medium
Ability to make decisions - low
Ability to take direction - high
Ability to prioritise and manage tasks - high
Computing skills - high
Ability to learn new skills - high
Key objectives over the next 6 months
Prepare key reports on at least a monthly basis
Ensure information on website and booking system are accurate and up-to-date
Improving retention rates
Improving conversion from inquiry to attending to regular attendance
Developing positive working relationships with clients and other staff
Contribute to a welcoming environment and amazing experience for clients
Contribute to the development of a reputation for excellent service for Umbiance Center for the Performing Arts