Administrative & Operations Assistant

Position Overview

Provide organized administrative support across studio, rentals, AV School, careers, customer service, and event-production operations.

Primary Responsibilities

• Maintain calendars, files, forms, checklists, records, and routine correspondence.Support customer inquiries, appointments, staff schedules, purchase requests, and document preparation.Update approved WordPress content, spreadsheets, task systems, and internal trackers.Prepare meeting notes, follow-up lists, reports, and administrative packets.Handle confidential applicant, member, customer, and business information appropriately.

Before the Event / Assignment

• Review the assignment, schedule, location, required systems, equipment, documents, and known customer expectations.
• Confirm access, dependencies, approvals, and handoffs before the scheduled start.
• Report conflicts or missing information early enough for management to resolve them.

During the Event / Assignment

• Report ready and on time for assigned coverage.
• Follow approved workflows, safety practices, confidentiality standards, and manager direction.
• Communicate changes and exceptions in real time and document material decisions or customer-impact issues.

After the Event / Assignment

• Complete required records, notes, returns, files, status updates, or follow-up tasks.
• Escalate unresolved issues and document lessons learned or process improvements when appropriate.
• Return shared resources to the correct location and close assigned work cleanly.

Customer & Team Expectations

• Communicate professionally, accurately, and respectfully with customers, guests, vendors, applicants, partners, and coworkers.
• Protect personal, booking, payment, applicant, employee, and business information from unauthorized disclosure.
• Do not promise pricing, refunds, scope changes, employment decisions, or operational exceptions outside assigned authority.
• Represent ADMFA Audio consistently in communication, appearance, preparation, and follow-through.

Required Qualifications

• Administrative, office, customer-service, school, nonprofit, or operations-support experience.Strong typing, writing, organization, and attention to detail.Proficiency with email, documents, spreadsheets, calendars, and web-based systems.

Preferred Qualifications

• WordPress, WooCommerce, Google Workspace, Microsoft Office, project-management, or CRM experience.

Core Skills

Education

Minimum: High school diploma/GED, relevant technical education, or equivalent demonstrated experience appropriate to the role.
Preferred: Relevant college coursework, trade/technical education, professional development, or industry certification where applicable.

Experience

Minimum: Relevant hands-on, customer-service, technical, administrative, educational, or project experience appropriate to the position.
Preferred: Experience in live events, audiovisual services, venue operations, rentals, production, hospitality, or another deadline-driven service environment is valued.

Licenses & Certifications

• Role-specific licenses, safety credentials, driving eligibility, or technical certifications are required only when identified for the position or assignment.

Equipment Proficiency

• Ability to safely use and care for the equipment, devices, tools, or office resources assigned to the role after required training and authorization.

Software / Systems

• Google Workspace or Microsoft Office
• Email and shared calendars
• WordPress and WooCommerce within assigned permissions
• Spreadsheets, forms, CRM-style systems, task/project trackers, and ADMFA internal dashboards

Physical & Work Environment

• Work environment may include office, remote, studio, warehouse, venue, or client-site settings depending on the position. Role-specific physical requirements and reasonable accommodations are addressed during the hiring and assignment process.

How Success Is Measured

• Reliable attendance and readiness.
• Accurate, timely completion of assigned work.
• Professional customer and team communication.
• Compliance with safety, confidentiality, timekeeping, and documentation standards.
• Quality of handoffs, issue escalation, and follow-through.
• Demonstrated growth in role-specific knowledge and independent execution.

What You Will Learn or Develop

• ADMFA cross-functional operations, documentation standards, customer records, scheduling, and workflow coordination.

Benefits & Experience

• Practical experience inside a growing audiovisual, venue, rental, education, and production organization.
• Cross-functional exposure to real customer and operational workflows.
• Role-specific training, feedback, and opportunities to build broader technical or leadership capability as business needs allow.

Schedule & Location

• Schedule: 20–30 hours per week
• Work mode: Onsite

Hiring Process

• Review the complete job description.Click Apply and complete the application.Create or sign into the separate applicant account during application.Upload a résumé and answer screening questions.Track status, interviews, documents, tasks, and onboarding through the Careers Portal.