Music School Secretary/Admin

Job description

Administration Secretary

Full Job Description

The purpose of this role is to support the smooth functioning of the company and assist the director by taking responsibility for all administrative tasks. This includes providing customer support, fulfilling client requests, and helping teachers. By completing the following tasks well, this person will free the director to focus on sales activities, music teaching, and on delivery training to clients and music instructors.


  • Answering telephone, SMS, and email inquiries.
  • Schedule appointments with new and existing customers
  • Greeting visitors in a friendly and professional manner
  • Assisting children to enter and leave the school safely
  • Excellent written and oral communication skills
  • Assist with day to day office operations


  • Self-motivated individual who can work independently, but as part of a larger team both in person and online
  • Computer literate (with programs like Microsoft Word, Excel, Zoom, Skype)
  • Help teachers with device setup (computer/tablets) on Zoom and Skype in between lessons
  • Make copies/scans for teachers and students
  • Maintaining accurate records (tracking lessons and activities)
  • Post payments into accounting software and Microsoft Excel
  • Call/text/email clients to remind for payment of invoices and outstanding payments (business phone will be provided)
  • Research information via internet and phone
  • Provide students/parents with information about admission process and answer any questions they have
  • Prepare daily schedules for teachers and keeping record of student lessons
  • Process paperwork for accepted students
  • Update and maintain a database of students’ information (both paper and electronic)
  • Guide students through the registration process and payment plans
  • Follow-up with new customers by text/phone/email/Facebook Messenger/Instagram/WhatsApp
  • Back-up computer programs and files
  • Keep computer well-maintained
  • Keep office presentable & in good order


1. Attentive to detail

2. Takes care to complete tasks fully and well

3. Good computer skills in Windows Office Suite especially Word & Excel

4. Well organized

5. Great English communication skills

6. Responsible attitude


Some marketing skills (not necessary, but preferable)

Some experience with office management (e.g., making service appointments, ordering supplies, etc.)


Word-process documents as required

Filing is done accurately and punctually

Keep files and records well organized

Bills posted are detailed and correct

Order materials/supplies to arrive when needed


  • On-site parking
  • Friendly musical atmosphere
  • Flexible hours during the week (3:30 pm – 8:00pm)

COVID-19 considerations:
none required

Ability to commute:

  • Vaughan, ON L4H 3A5: reliably commute before starting work (is required)


  • Secondary School (optional)
  • Some background in music education would be great

Job Type: Part-time

Salary: From $17 - $18/h


  • Part-time (5-6 hour shifts)

Please reply via Indeed if you are interested to apply for this administrative position.

Job Type: Part-time
Part-time hours: 20-30 per week

Salary: $17.00-$18.00 per hour


  • Flexible schedule
  • On-site parking
  • Work from home


  • 4 hour shift
  • Day shift
  • Evenings
  • Evening shift
  • Every Weekend

Ability to commute/relocate:

  • Vaughan, ON: reliably commute or plan to relocate before starting work (required)


  • Secondary School (preferred)


  • Administrative experience: 1 year (preferred)

Application deadline: 2022-09-29
Expected start date: 2022-10-03

Vaughan Academy of Music