Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily operations for a music education business in Irvine, California. This Contract position combines front-office coordination, customer service, lead follow-up, and event support in a fast-moving environment. The ideal candidate brings strong administrative experience, strong communication skills, and the ability to help families feel informed and welcomed while supporting enrollment and retention efforts.

Responsibilities:
• Connect with prospective families through timely outreach, guide conversations using approved sales messaging, and contribute to monthly enrollment objectives.
• Welcome students, parents, and visitors with a detail-oriented and friendly presence while creating a positive on-site experience.
• Lead school tours, explain program offerings clearly, and build trust with clients by highlighting the benefits of music education.
• Manage scheduling, billing support, paperwork, data entry, and general office coordination using administrative systems and digital tools.
• Maintain organized, presentable shared spaces and help keep the school environment clean, stocked, and ready for daily activity.
• Assist with social media content and promotional materials by using Canva, Google Workspace, Instagram features, and Mac-based applications.
• Support recitals, concerts, open houses, and other community-facing events by coordinating logistics, communications, and day-of execution.
• Represent the organization at local outreach opportunities, including community and Chamber of Commerce events, to strengthen brand visibility.
• Provide flexible operational support during busy event periods, including additional assistance at school or venue locations when needed.• At least 2 years of experience in administrative support, receptionist work, customer service, or a related office-based role.
• Demonstrated ability to manage multiple priorities with accuracy and strong attention to detail in a fast-paced setting.
• Comfortable handling inbound calls, follow-up conversations, and client-facing interactions with confidence and professionalism.
• Experience with administrative tasks such as scheduling, billing support, record maintenance, and data entry.
• Working knowledge of Canva, Google Workspace, Instagram tools, and MacOS for communication and content creation.
• Strong verbal and written communication skills with the ability to build rapport with children, parents, and staff.
• Reliable, proactive, and organized approach to work, with a willingness to adjust hours during major events when required.
• Background in inside sales or goal-driven client engagement is highly valued.