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Administrative & Studio Assistant

2 months ago

Mill Valley, United States PERFORMING ARTS ACADEMY OF MARIN, L.L.C., THE Full time

ABOUT US: 

Established in the summer of 2009, PAAM is a small woman-owned business in Marin with a team of 15 - 20 employees (staff and faculty) who are highly motivated, dedicated and passionate about educating youth in the performing arts and being a part of a team that creates a successful and organized studio with a great reputation. 


Join our dynamic and professional team at the Performing Arts Academy of Marin (PAAM), located in scenic Mill Valley in a beautiful two-story state-of-the-art facility, offering six studios with engineered dance floors, natural light, and well maintained spaces (including a dedicated faculty room and access to outdoor patio).


We are located conveniently off of 101 in Mill Valley, accessible within minutes from the Seminary Drive and East Blithedale exits. Our current team comes to us from all over the Bay Area, representing the North Bay, East Bay, San Francisco, and the Peninsula.


OUR VISION:

Founded in a genuine love for the performing arts, we provide comprehensive training in theater arts and dance as well as additional offerings including Youth Musicals, BAYPAC Intensive Training Programs, BAYPAC Dance Company, and Summer Programs. Students receive superior training, expand their boundaries, gain valuable skills – all while building friendships and memories. PAAM equips young artists with a well-rounded arts education and the confidence to take on whatever path they choose.


THE POSITION:

We are seeking a highly motivated and versatile Administrative and Studio Assistant to join our team. If you are a proactive, adaptable individual with a knack for problem-solving and a passion for supporting a thriving workplace, we want to hear from you


JOB OVERVIEW:

The Administrative and Studio Assistant will provide comprehensive support across various functions, including administrative tasks, human resources, travel and event planning, front-of-house duties, and more. This role requires a positive, flexible, and detail-oriented individual who thrives in a fast-paced environment and enjoys contributing to a collaborative team.


KEY RESPONSIBILITIES


1. Administrative Support

  - Manage schedules, coordinate meetings, and handle correspondence.

  - Prepare reports, presentations, and other documents as needed.

  - Maintain office supplies and manage inventory.


2. HR Support

  - Assist with recruitment and onboarding processes.

  - Prepare and manage onboarding materials and staff gifts.

  - Support HR initiatives, including employee engagement activities and compliance.


3. Travel Planning

  - Coordinate travel arrangements including flights, accommodations, and transportation.

  - Prepare detailed itineraries and manage travel-related expenses.


4. Event Planning

  - Organize and coordinate company events, including meetings, conferences, and social gatherings.

  - Organize and coordinate customer-facing events like the Pumpkin Bash and show weekends. 

  - Manage logistics, vendor relationships, and event materials.


5. Front-of-House Duties:

  - Greet and assist visitors and clients in a professional and welcoming manner.

  - Handle phone calls, manage reception area, and ensure a positive front-of-house experience.

  - Help with studio set-up and instructor support/needs.

  - Assist with student drop-offs, pick-ups and needs onsite.  


6. Design and Order Logo Gear

  - Collaborate on the design of company logo gear and merchandise.

  - Manage the ordering, inventory, and distribution of logo gear.


7. Staff and Onboarding Gifts

  - Design and manage the procurement of staff gifts, onboarding gifts, and birthday presents.

  - Ensure timely and thoughtful delivery of gifts.


8. Press Releases and Advertising/Sponsorship Outreach

  - Assist with drafting and distributing press releases.

  - Support advertising and sponsorship outreach efforts, including tracking and follow-up.


9. Tracking and Reporting

  - Monitor and track outreach efforts, event success, and other key metrics.

  - Provide regular updates and reports on various projects and initiatives.


QUALIFICATIONS:

- Proven experience in administrative and team support roles.

- Exceptional organizational and multitasking skills.

- Strong communication and interpersonal abilities.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite and other office software.

- Experience with travel booking and event planning preferred.

- Creative flair for designing and managing promotional materials.

- Ability to work independently and as part of a team.

- Positive attitude, flexibility, and a proactive approach to problem-solving.

- Genuine love of working with kids and an appreciation for the performing arts. 


WHY JOIN US: 

- Opportunity to work in a dynamic and supportive team environment.

- Competitive pay and benefits package (health, vision, dental and 401K profit sharing when eligible)

- Professional growth and development opportunities.

- Engage in diverse and impactful projects.


HOW TO APPLY: 

Please submit your resume and a cover letter detailing your relevant experience and why you are the perfect fit for this role. 


PAAM is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We look forward to welcoming a new team member who is excited to contribute to our success and grow with us