Administrative Assistant

The PAC Collective; United States; On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Health insurance

PTO

Growth opportunities

Job summary

The PAC Collective is seeking an Administrative Assistant to support the CFO, Executive Assistant, and across sales, marketing, venues, and accounting. The role emphasizes organization, proactive handling of priorities, and efficient cross-department collaboration.

The ideal candidate will be adaptable, detail-oriented, and comfortable shifting between tasks in a fast-paced, season-driven environment. Experience with Canva is a plus.

Qualifications

• Strong organizational, communication, and follow-through skills.
• Ability to manage multiple priorities and shift between projects.
• Experience using Canva and implementing design revisions.

Responsibilities

• Support the CFO and Executive Assistant with day-to-day administrative needs.
• Coordinate meetings, communications, documents, and internal information.
• Assist with recurring team processes, reporting, and record keeping.
• Maintain confidentiality and strong attention to detail.
• Implement revisions to existing Canva designs while maintaining brand standards.
• Support e-blasts, promotional campaigns, marketing materials, and asset organization.
• Review materials for accuracy, consistency, and clarity.

Skills

Strong organization

Communication

Follow-through

Multitasking

Initiative

Proactivity

Tools

Canva

Job description

The Administrative Assistant supports the CFO and Executive Assistant while providing flexible support across sales, marketing, venues, and accounting. This role is responsible for keeping day-to-day details organized, following through on priorities, and helping work move efficiently across departments.

The ideal candidate is organized, adaptable, proactive, and comfortable shifting between different types of work in a fast-paced, season-dependent environment.

Role Breakdown

• 30% - Core Administrative Support
• 25% - Project Coordination & Follow-Up
• 5% - Seasonal Planning & Process Improvement

Key Responsibilities

Core Administrative Support | 30%

• Support the CFO and Executive Assistant with day-to-day administrative needs.
• Coordinate meetings, communications, documents, and internal information.
• Assist with recurring team processes, reporting, and record keeping.
• Maintain confidentiality and strong attention to detail.
• Implement revisions to existing Canva designs while maintaining brand standards.
• Support e-blasts, promotional campaigns, marketing materials, and asset organization.
• Review materials for accuracy, consistency, and clarity.

Project Coordination & Follow-Up | 25%

• Track projects, deadlines, action items, and deliverables.
• Follow up with team members to keep work moving and priorities on track.
• Maintain organized project notes, documentation, and status updates.
• Jump between projects as priorities and needs shift.
• Support the sales team with facilitation and follow-up.
• Maintain accurate sales records and internal tracking tools.

Seasonal Planning & Process Improvement | 5%

• Anticipate recurring needs based on the rhythm of the season.
• Identify opportunities to improve recurring workflows and processes.

Must Haves

• Strong organization, communication, and follow-through.
• Ability to manage multiple priorities and shift between projects.
• Working experience with Canva, including the ability to implement revisions and updates to existing designs.
• Ability to learn new processes and systems quickly.
• Proactive approach to anticipating needs and solving problems.
• Ability to take initiative with little or no supervision.

Nice to Haves

• Familiarity with competitive dance.

Compensation and Benefits

The salary range for this role is $40,000-56,000, dependent on skills and experience, with additional flexibility for candidates who bring advanced graphic design capabilities.

Benefits include health insurance, PTO, and opportunities for growth and advancement.

Paid Time Off and Holidays

5 weeks of PTO per contract year with designated holiday weeks off, including Christmas Week, New Year's Week, Thanksgiving Week, and 4th of July.

During the competitive season (February through May), our staff must be willing and able to step in and replace a crew member on tour in the event of an emergency or last-minute need.