Administrative Assistant Irvine, CA

Administrative Assistant

We are looking for an organized and personable Administrative Assistant to support daily operations at a music-focused learning environment in Irvine, California. This Contract position blends front-desk coordination, family engagement, sales follow-up, and event support, making it ideal for someone who enjoys balancing customer service with administrative responsibilities. The right candidate will be comfortable in a fast-moving setting, confident communicating with prospective and current families, and eager to contribute to a welcoming experience for students, parents, and visitors.

Responsibilities:

• Engage prospective families through outbound and follow-up communication, guiding them through program offerings and helping achieve enrollment objectives.
• Welcome students, parents, and visitors with a detail-oriented and friendly approach while building strong ongoing relationships with the school community.
• Lead tours of the facility and clearly communicate the benefits of the school's programs to prospective clients.
• Coordinate schedules, maintain student records, support billing activities, and complete administrative documentation with a high level of accuracy.
• Help strengthen client retention by providing informed support, addressing questions promptly, and reinforcing the value of available programs.
• Maintain an orderly, well-maintained front-office and school environment, including restocking materials and assisting with day-to-day operational needs.
• Create flyers and promotional content using Canva, Google Workspace, Instagram tools, and Mac-based applications to support marketing initiatives.
• Assist with planning and execution of recitals, concerts, open houses, and special events, including logistics, communications, and on-site support.
• Represent the organization at community outreach opportunities and contribute to local brand visibility through event participation.
• Provide flexible support during high-volume event periods, including additional coordination tasks at both the school and performance venues as needed.