About this role
*This is what we?re looking for:*
We are seeking a *Studio Manager* with administrative know-how, strong communication and writing skills, and a keen eye for detail to apply their multiple talents across our departments while living our values every day. The successful candidate will have a hand in keeping the studio organized, making sure our team and clients are comfortable and informed, and supporting us all in an administrative capacity. This is a part-time, in-person position that requires someone able to work four days per week, between 9am and 3pm.
*This is what you?ll do:*
*Administration*
* Answer the telephone, and take and relay messages * Foster intra-office communication ? this isn?t just about delivering memos; you are the heart of the team and in your own way, you will keep all staff feeling informed, organized, and celebrated by nurturing relationships between yourself and your colleagues and among the entire staff and broader ECHO family * Coordinate and supervise studio improvements on an ongoing basis * Keep studio supplies, including drinks and snacks, stocked and organized * Monitor contents of and maintain organization within storage facility * Manage the shipping and receipt of packages * Liaise with maintenance companies and building management
*Accounting/IT*
* Maintain and organize the shared server, update computer hardware inventory, coordinate software subscriptions and platforms, and liaise with IT consultants as needed * Receive and track invoices, track bill payments, mail cheques, make bank deposits, and coordinate wire transfers * Support bookkeeper with data entry on QBO (QuickBooks Online), filing of hardcopy receipts and invoices, and other help as needed * Update data reports on a monthly basis (using QBO, Google Sheets, and Monday.com)
*Human Resources*
* Coordinate staff events and special occasions * Support new staff onboarding * Set up workstations for new staff and contractors and assist with/troubleshoot any small-scale technical issues * Maintain and update the employee handbook * Track staff vacation schedules and sick days * Maintain and update the contact information of all staff and contractors * Identify, and execute with the support and direction of the Director of People & Projects, discrete projects around the studio that will improve operational functions and employee happiness
*Client Communication*
* Welcome clients and visitors to the studio * Ensure all client contact information in our contacts database is up to date * Maintain the database of all past clients? milestone dates * Assist with client communication and gift giving, including around holidays and milestone dates * Work with Digital Content Lead to ensure automated emails go out to clients on specific milestone dates * Request charity donation update from CEO every December for the coming year
*Sales Support*
* Maintain and update the studio?s book inventory and loan list * Support business development group by booking meetings, sending books to prospective clients, and getting them back once a sales decision has been made * Ensure our master list of contacts is kept up to date as and when we acquire new inbound and outbound leads
*Projects*
* Help to onboard new writers by communicating with them re: procedures and logistics, expenses, invoicing, and general troubleshooting as needed * Schedule transcribers as related to projects, send audio files, receive invoices, maintain updated files and records, and help find new transcribers when necessary; upload audio to Rev if using non-human transcribers (decided on a project-by-project basis) * Support client project tasks as identified by the Director of People & Projects and other ECHO colleagues * Maintain project information files on Monday.com * Receive, ship, and catalogue completed printed books
*What you?ll need:*
* Proven experience as an Office Manager or Administrative Assistant * Knowledge of office management responsibilities, system