Administrative Assistant

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Keys to Life Music School is a Portland based small business looking for on-going help with scheduling and billing. This is a contractor position (1099) and is in support of the Executive Administrator.

We look forward to hiring the right professional for this position and mutually benefiting from working together!

Ideal Candidate

• Organized, Friendly, Dependable.
• Consistently double checks their content for errors.
• Able to learn & work with new software: My Music Staff, Streak, and Asana et al.
• Possess basic spreadsheet competency, comfortable with Google Workspace.
• Preferred: at least 2 years of administrative experience.

What to include in your application.

• Resume
• Cover letter
• An example of an original spreadsheet
• Put your last name in all files. PDFs only.

Credentials

• Minimum: Associate's degree.

Job Description

DAILY Respond via email and text regarding prospective clients and reschedules, especially time sensitive cancellations. Light data entry like updating the schedule or client accounts.

WEEKLY Email Founder and Executive Admin a prospective client update.

MONTHLY Create and send invoices and charge credit cards with My Music Staff (MMS) software, a semi-automated process. Maintain and update the client database (via spreadsheet) to follow up with cold leads.

SEMI ANNUAL Assist the Executive Admin in creating summer and fall schedules based on online sign-up forms.

HOURS You'll be working about 2-3 hours/day and more during peak times of year (May and August).

Onboarding

We offer a thorough onboarding process that lasts 3 weeks. Guidance and support are on-going and as needed after that and include semi weekly phone call check ins with the Executive Admin.

Pay Rate and Growth Plan

• Onboarding $25/hr (first 3 weeks)
• Starting $30/hr
• Minimum yearly raises of $1/hr

What to prepare for the interview

• Discuss your experience relevant to the job (customer service, admin, organization).
• Create a simple spreadsheet in real time with clear parameters.
• Edit down a template email so it's more effective.
• Speak to how you’d handle hypothetical situations

Working Environment

Onboarding is in-person (when possible) and virtual with both the Executive Admin and Founder. Local candidates (Portland, OR) are preferred but not required.

Otherwise, work is remote, mainly confined to the computer but sometimes via text and occasionally on the phone. Sometimes work is on-demand and time-sensitive, mainly when there's a last minute cancellation. Otherwise, you choose when you work as long as you're replying to emails within 24 hours of receipt and checking emails 2x a day.

Job Types: Part-time, Contract

Pay: From $30.00 per hour

Benefits:

• Employee discount
• Flexible schedule

Education:

• Associate (Required)

Experience:

• Customer service: 2 years (Preferred)

Work Location: Remote