Assistant Office Manager

Napa School of Music; Napa (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

Napa School of Music in Napa, CA is seeking a part-time Assistant Office Manager to support daily operations, welcome students and families, answer calls and emails, and help maintain a friendly front desk.

You will coordinate student enrollment, schedule lessons, manage teacher calendars and class rosters, process payments, and keep accurate records. This role requires clear communication, basic office software skills, and reliability in a busy school environment.

Qualifications

• Strong communication with students, families, and staff.
• Experience with scheduling, recordkeeping, and class information management.
• Knowledge of office administration practices and front desk operations.
• Comfort with office equipment (computers, printers, phones) and POS/scheduling systems.
• Customer service skills: friendly, patient, solutions-focused.
• Proficiency with common software (Google Workspace, MS Office) and willingness to learn school systems.
• Ability to prioritize tasks and work reliably in a busy school environment.
• Prior experience in an office, school, or music-related setting preferred but not required.

Responsibilities

• Greet and assist students and families; respond to phone calls and emails with courteous service.
• Support enrollment processes and lesson scheduling; manage class rosters and calendars.
• Participate in maintaining accurate records and files; update documents as needed.
• Handle payments and receivables; maintain a welcoming reception area.
• Coordinate communication with teaching staff and support events and programs.
• Assist with basic office equipment use and supplies.

Skills

Communication

Administrative assistance

Office administration

Office equipment

Customer service

Google Workspace

Microsoft Office

Time management

Experience in office/school setting

Tools

Google Workspace

Microsoft Office

Job description

Company Description

The Napa School of Music is a private music school founded in 2005, serving families in Napa, Solano, and Sonoma Counties. With approximately 550 students each week and 21 highly qualified teachers, it is recognized as the North Bay’s premier private music school. The school offers private one-on-one lessons on a wide range of instruments and voice, allowing students to progress at their own pace and build strong musical fundamentals. Programs are available for beginners, adults, and advanced students, with lessons starting as early as age five and available year-round. Instruction spans many musical styles, including classical, rock, jazz, flamenco, pop, metal, and more.

Role Description

The Assistant Office Manager is a part-time, on-site role based in Napa, CA, supporting the smooth daily operations of the school. This role includes greeting and assisting students and families, answering phone calls and emails, and providing responsive, courteous customer service. The Assistant Office Manager helps manage student enrollment, lesson scheduling, teacher calendars, and class rosters, while maintaining accurate records and files. Daily tasks also involve handling payments, updating office documents, and ensuring the reception and common areas are organized and welcoming. The role works closely with the Office Manager and teaching staff to coordinate communication, support events and programs, and assist with basic office equipment use and supplies.

Qualifications

• Strong Communication skills, including clear verbal and written interaction with students, families, and staff.
• Experience with Administrative Assistance tasks such as scheduling, recordkeeping, and managing student and class information.
• Knowledge of Office Administration practices, including organizing files, handling payments, and maintaining a professional front desk environment.
• Comfort working with Office Equipment such as computers, printers, phones, and basic point-of-sale or scheduling systems.
• Demonstrated Customer Service skills with a friendly, patient, and solutions-focused approach.
• Basic proficiency with common software tools (e.g., Google Workspace or Microsoft Office) and willingness to learn school-specific systems.
• Ability to prioritize tasks, manage time effectively, and work reliably in a busy, student-centered environment.
• Prior experience in an office, school, or music-related setting is preferred but not required.