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JOB POSTING

 

Administrative Assistant

 

Status: Full-time Salaried

Classification: Non-Exempt - Administrative

Reports to: Executive Director

Salary: $45,000-$48,000

Schedule: Weekdays; on-site

 

POSITION SUMMARY  

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The VIVA School is seeking an enthusiastic and dynamic Administrative Assistant to join our growing team! The AA is responsible for performing a wide range of administrative and clerical tasks to ensure the smooth functioning of daily operations, engaging with students, families, guests, faculty, staff and partners. This ideal candidate is a proactive, detail-oriented, and organized individual with excellent communication and problem-solving skills, independent thought and discretion, the ability to assess situations, their importance and impact to the school community, and the ability to work cooperatively with staff members.

 

RESPONSIBILITIES 

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Responsibilities include but are not limited to:

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  • Provide exemplary customer service to all students, families, faculty and guests.

  • Manage incoming and outgoing mail, packages, and courier services.

  • Maintain a clean and organized lobby environment supportive of the work that takes place within the suite. Responsibilities may include, but are not limited to the following:

    • Removing items from waiting area(s), library, & dressing rooms

    • Organizing front desk area & programming closet

    • Reinforcing code of conduct policies outlined in employee, faculty, and student handbooks as needed

  • Monitor inventory levels of office supplies and place orders, as needed.

  • Ensure office equipment, such as printers and copiers, are in working order, coordinating repairs if necessary.

  • Maintain and manage executive calendars, scheduling meetings, appointments, and conference calls.

  • Schedule and prepare meeting rooms, ensuring all necessary equipment and materials are available.

  • Coordinate travel arrangements, including flights, accommodation, and itineraries.

  • Assist in the planning and execution of company meetings, events and performances.

  • Accurately enter data into various databases, spreadsheets, and systems.

  • Organize and maintain physical and electronic office files, ensuring proper record-keeping and confidentiality.

  • Draft, edit, and proofread various documents, including emails, memos, reports, and presentations.

  • Prepare and compile reports and presentations for management meetings.

 

IDEAL CANDIDATE 

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The ideal candidate will have the following qualifications and abilities:

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  • Resides in the U.S.

  • Bachelor’s degree or equivalent experience in a related field 

  • 1-3  years of experience in a similar position preferred

  • Strong motivation and ability to work independently 

  • Ability to prioritize, multitask, and perform effectively under pressure

  • Flexible and able to thrive in a fast-paced environment

  • A commitment to learning 

  • Excellent interpersonal skills with ability to maintain a calm and patient demeanor with all students, staff and constituents

  • Strong verbal and written communication skills in English. Verbal and written fluency in Spanish is an added benefit

  • Ability to diagnose and solve problems of varying complexity with a community-focused mindset

  • Proficient in office software, such as Google Workspace, Microsoft Office Suite, and other database management systems

  • Passionate about the advancement of students of color, the importance of arts and culture, and innovative approaches to education

 

APPLICATION PROCESS

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To apply for this position, please email opportunities@thevivaschool.org with (1) document in PDF format only that contains:

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  • Cover letter detailing your interest in this position 

  • Resume

  • Contact information for (2) professional references

 

Subject of email: 

JobPost_AdministrativeAssistant_23_”First letter of applicant First Name followed by applicant Last Name”

 

No phone calls, please.

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ABOUT THE VIVA SCHOOL

The VIVA School of Dance is a 501c3 nonprofit dance education and performance organization in Washington, DC. With a unique model of dance education, The VIVA School prioritizes students of color and organically merges world-class dance training with leadership development to cultivate the creative leaders of tomorrow. Young dancers ages 6-18 receive high-level dance training through culturally conscious approaches that encourage them to embrace who they are and where they are from. With a mission to transform the field of dance through excellence in dance education and a commitment to centering young dancers of color, The VIVA School is creating a pipeline of limitless talent that will contribute to a cultural

shift in the arts. All students attend on full merit scholarship.

 

The VIVA School is an Equal Opportunity Employer committed to providing an environment that is free from discrimination. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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