Administrative Assistant/Operations Coordinator

$23,000 - $23,000/Yr

Addie-Tude Cultural Arts Center - Pleasantville, NY

Part-time - Entry Level

Pleasantville, NY

About the position

We are seeking a highly organized and detail-oriented Operations Coordinator to join our team at Addie-tude Cultural Arts Center. The ideal candidate will be responsible for providing administrative support to the Dance studio owner and ensuring the smooth day-to-day functioning of our business. This role is a great opportunity for someone who enjoys working in a fast-paced environment and is looking to develop their skills in customer service, administrative support, and project management. The Operations Coordinator will play a crucial role in managing the daily operations of our office, which includes answering phones, responding to emails, and providing exceptional customer service to dance parents and adult dancers. In this position, you will assist with scheduling appointments, budgeting, managing calendars, and coordinating our dance recital events. You will be responsible for maintaining accurate and up-to-date records, including the Parent Portal and various administrative documents. Additionally, you will provide administrative support to the owner by preparing documents, sending email announcements, and creating staff meeting agendas. Data entry and managing data integrity will also be part of your responsibilities to ensure the accuracy of our records. You will coordinate with vendors, suppliers, and other external partners to ensure venue confirmation and timely delivery of goods and services. The role requires you to utilize phone systems and software to manage calls and respond to inquiries, maintain a clean and organized office environment, and manage supplies and inventory. Collaboration with other departments will be essential to ensure effective communication and coordination. You will also perform other administrative tasks as required, making this a dynamic and engaging position for the right candidate.

Responsibilities

• Manage the day-to-day operations of the office, including answering phones and responding to emails.
• Provide exceptional customer service to dance parents and adult dancers.
• Assist with scheduling appointments, budgeting, and managing calendars.
• Coordinate dance recital events and maintain accurate records.
• Provide administrative support to the owner, including preparing documents and sending email announcements.
• Perform data entry and manage data integrity to ensure accuracy of records.
• Manage accounting transactions and budget forecasts.
• Coordinate with vendors and suppliers for venue confirmation and timely delivery of goods and services.
• Utilize phone systems and software to manage calls and respond to inquiries.
• Maintain a clean and organized office environment, including managing supplies and inventory.
• Collaborate with other departments to ensure effective communication and coordination.
• Perform other administrative tasks as required.

Requirements

• Bilingual in Spanish and English.
• Proficiency in Google Suite and Microsoft Office.
• Experience with QuickBooks and Canva is a plus.
• Strong customer service skills and communication abilities.
• 1 year of experience in administrative support or personal assistant roles.
• Excellent time management skills and ability to prioritize tasks.
• Attention to detail and focus on data integrity.
• Ability to work in a fast-paced environment and adapt to changing priorities.

Nice-to-haves

• Experience with phone systems and software.
• 2 years of experience with Canva (Preferred).
• 2 years of experience with QuickBooks (Required).
• 1 year of experience with Google Suite (Required).
• Spanish language proficiency (Preferred).

Benefits

• Employee discount
• Flexible schedule
• Referral program