Executive Assistant/receptionist

**About Spark Studios**:

- Spark Studios (Formerly Royal Dance Conservatory) is a vibrant and growing dance studio in Garden City, Winnipeg, dedicated to inspiring dancers of all ages. We foster a positive and energetic environment where creativity and teamwork thrive._

Objective of the Position

The Client Experience/Administration Coordinator at Spark Studios plays a pivotal role in being the face of the company to its ever-growing client base. This individual is responsible for overseeing day-to-day administrative operations, enrollment reporting, internal systems, and supporting both clients and team members. This role is crucial to ensuring Spark Studios runs smoothly, efficiently, and in alignment with our values of excellence and community.
- **Available 20-30 hours/week depending on season and studio needs**_
- _Open to evening/weekend availability (aligned with class schedules)_
- _Ideal for someone in a “chapter two” of their career:_
- _Retired or semi-retired professionals_
- _Former teachers or school admins_
- _Dance parents or past studio clients looking for meaningful work_

Key Responsibilities
- Studio Operations & Oversight
- Open/close the studio as needed
- Oversee cleanliness, maintenance, and safety of studio spaces
- Manage inventory of supplies, materials, and costumes
- Support staff with scheduling or system-related issues
- Supervise administrative workflows and task delegation

Enrollment & Reporting
- Maintain and update the enrollment process steps
- Track and report on leads, drops, enrollments, and retention weekly and monthly
- Monitor trial conversions and follow-ups
- Collaborate with the Owner on seasonal enrollment goals
- Maintain tools and systems related to onboarding and enrollment (e.g., enrollment folders, indicators, onboarding materials)
- Oversee family information accuracy in CRM and studio software
- Support families with class transfers, billing issues, or withdrawal conversations
- Ensure timely communication and follow-up with families

Customer Service
- Welcoming families into the studio - checking in new families as trials
- Providing friendly interactions with customers
- Answering customer questions
- Answering phone calls and text messages
- Contacting families regarding late payments, costumes,

Project Management
- Preparing outgoing communications, documents, and forms
- Maintain and organize digital admin tools (Asana, Missive, etc.)
- Creating and maintaining recital and event projects, ensuring tasks are completed on time.
- Creating and maintaining reports (Ticket orders, medical details, class lists, etc)
- Preparing tasks and projects for the admin team and overseeing task completion.
- Collaborating with the Director in project planning recitals/events within the studio.
- Updating systems both weekly and monthly with needed tasks (Asana)

Administrative Support
- Oversee family information accuracy in CRM and studio software
- Support families with class transfers, billing issues, or withdrawal conversations
- Ensure timely communication and follow-up with families
- Proofread outgoing communications, documents, and forms
- Maintain and organize digital admin tools (Asana, Missive, etc.)

Internal Communications & Special Projects
- Help implement retention campaigns, re-engagement plans, and marketing
- Assist with creating and reviewing newsletters, campaigns, and studio displays as needed
- Provide backup support for client-facing communications during peak hours

Requirements of the Position Skills/Abilities
- Communicaiton
- Ability to lead with calm authority while managing parents, staff, and students
- Confident communicator—written and verbal—with a warm, clear tone
- Ability to enforce policy with kindness and consistency
- Interacting with parents and students
- Communication with instructors, admin team, and director
- Attend weekly meetings with the director to provide updates and ensure necessary tasks are being completed and KPIs (Key Performance Indicators) are being achieved.
- Collaborate with the instructor coordinator on weekly tasks.

Teamwork
- Recognizing, valuing and supporting the contribution of others.
- Sharing information with colleagues and peers.
- Supporting the core values of the community and ensuring all contributions to the team are positive.

Problem Solving
- Keen eye for improvement opportunities in processes, service, and efficiency
- Anticipating student or parent/caregiver concerns and acting to minimize or avoid where possible
- Seeking out further information in order to make informed decisions
- Using common sense and initiative to solve problems
- Solving technical problems with multimedia equipment

Qualifications/Training
- Education (Preferred but Not Mandatory)
- Post-secondary education in business administration, education, communications, or a related field
- OR equivalent professional or life experience that reflects organizational leadership or customer-focused service
- Professional