Job Description
We are The Renaissance School of Dance, a dance studio for children and we’re looking for a brilliant Virtual Assistant to join our team full-time and grow with our dance studio. This role is part customer support, part systems organiser, and part content helper.
If you enjoy keeping things organised, love helping people, and get a little thrill from ticking tasks off a list and improving systems… you might be exactly who we’re looking for.
This role helps keep the day-to-day operations of the studio running smoothly. You’ll support communication with parents, manage enquiries, follow up trial students, maintain our CRM systems, and assist with social media and content. A big part of your role is making sure parents receive quick, friendly responses and that nothing slips through the cracks. Every message you send helps a parent feel welcomed and reassured. And that means more children walking into our studio feeling excited and confident.
Because attention to detail is important in this role, please start your application with the phrase: Sharing the Love!
Job Title
-
Operations & Social Media Coordinator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Highly organised
- Friendly and warm in written communication
- Comfortable learning new technology
- Reliable and consistent
- Detail-oriented
- Proactive about improving systems
Job Responsibilities
- Your Daily Workflow – The PIRATES System 🏴☠️:
⁃ We organise our daily tasks using a simple system called PIRATES! Yes… it’s a little funny. But it works incredibly well.
• P – Phone Responding to missed calls & text messages on the physical studio phone – this will be handled ‘on the ground’ by the studio director.
• I – Instant Messages Respond to parents who contact us through Facebook & Instagram. Many of these messages are parents asking about trial classes or wanting more information. A quick, friendly response helps families feel welcomed and supported right from the beginning. If extra time allows – you can also reach out to contacts who haven’t connected in a while.
• R – Requests Manage new enquiries. This includes:
⁃ Replying to email enquiries
⁃ Helping parents book trial classes
⁃ Following up interested families
This is one of the most important parts of the role. In collaboration with phone calls (completed by the studio director). When a parent reaches out, we want them to feel supported, informed, and excited about joining our community in a timely manner.
• A – Absences Follow up students who miss their trial class. Sometimes parents forget, schedules get busy, or things simply slip through the cracks. Your role is to gently help them rebook and try again.
⁃ As well as following up with enrolled students who have missed 2 classes in a row.
• T – Tekmatix Tasks We use a CRM system called Tekmatix to manage inquiries, trials and communication.
Your tasks may include:
⁃ Updating student records
⁃ Scheduling follow-up messages
⁃ Managing trial completion tasks
⁃ Updating payments when needed
⁃ Keeping the system organised and accurate If you haven’t used Tekmatix (a Go High Level white-labelled product) before, that’s completely fine. We will train you.
• E – Emails Help manage the inbox and respond to general emails. Clear, friendly communication helps families feel confident that they are in the right place.
• S – Systems & Social This part of the role focuses on continuous improvement and sharing our story online. 4 Each day we aim to either: Improve a system or Share something online Examples might include:
⁃ Scheduling Facebook and Instagram posts
⁃ Uploading videos to YouTube
⁃ Creating graphics in Canva
⁃ Editing short videos in CapCut or Descript
⁃ Updating our Google Business profile
⁃ Improving workflows or documentation
We strongly believe that small improvements every day create big results over time. We envision these particular tasks will be 50% of your week. - Using AI & Automation:
We’re a systems-driven business, and we actively use AI tools to work smarter. You don’t need to be an expert yet. But you should be curious and excited about learning new tools.
⁃ Some tools we use include:
• ChatGPT
• Google Gemini
• Canva AI features
• Descript AI tools
• Automation tools like n8n
⁃ We often use AI to help with:
• drafting messages
• brainstorming ideas
• improving workflows
• creating content faster
• automating repetitive tasks
A great candidate might often ask questions like:
“Could this task be automated?”
“Is there a faster way to do this?”
“Could AI help improve this process?”
If you enjoy improving systems and working smarter, you’ll thrive here.
Good luck and God Bless!