Part-Time Office Manager & Executive/Personal Assistant

DivaDance Company; Austin (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

DivaDance Company seeks an exceptionally organized Office Manager & Executive/Personal Assistant to support our Austin HQ and CEO. This hands-on role manages office operations, calendars, travel, and special projects across ventures.

You’ll coordinate with finance, vendors, and teams, ensuring smooth day-to-day operations while embracing AI tools like Claude and ChatGPT to boost productivity and research capabilities.

Qualifications

• Experience in office management, executive or personal assistant roles.
• Must be highly organized, detail-oriented, dependable, and proactive.
• Comfortable using Claude, ChatGPT and AI prompting for research and drafting.
• Tech-savvy and quick to learn Google Workspace, Slack, and Asana.

Responsibilities

• Oversee office organization, supplies, facilities, and vendor management.
• Manage CEO calendars, travel, errands, and personal requests.
• Coordinate invoices, expense reports, and payments with finance.
• Support multiple ventures with meetings, events, and shipping.
• Lead office projects and improve systems end-to-end.

Skills

Highly organized

Detail-oriented

Problem solving

Proactive

Discretion

Communication

Tools

Google Workspace

Slack

Asana

Ramp

AI prompting (Claude/ChatGPT)

Job description

About the Role

DivaDance is a growing national dance fitness franchise looking for an exceptionally organized, proactive, and resourceful Office Manager & Executive/Personal Assistant to support our headquarters and Founder/CEO.

This is a hands-on, varied role for someone who loves getting things done, solving problems, and making life easier for others. You'll help manage office operations, executive and personal administrative needs, and special projects across multiple business ventures.

You must be able to work in-person at our office in Austin, TX.

What You'll Do

• Office Management: Oversee office organization, supplies, purchasing, facilities, maintenance, vendors, and day-to-day headquarters needs.
• Executive & Personal Support: Manage appointments, calendars, travel, errands, reservations, personal administration, and other requests for the CEO.
• Financial Administration: Coordinate with our outsourced finance team and payroll provider, assist with invoices, expense reports, vendor payments, and administrative follow-ups.
• Business & Team Support: Assist with administrative needs across multiple business ventures, meeting logistics, events, shipping, and equipment coordination.
• Special Projects: Lead office organizational projects, improve systems, coordinate vendors, and take ownership of miscellaneous tasks from start to finish.

What We're Looking For

• Highly organized, detail-oriented, dependable, and proactive.
• A natural problem-solver who takes initiative and follows through without constant direction.
• Experience in office management, executive assistance, personal assistance, or a similar role.
• Comfortable using Claude, ChatGPT, and AI prompting for research, drafting, organization, and improving productivity.
• Tech-savvy and comfortable learning new systems (Google Workspace, Slack, Asana, Ramp, etc.).
• Professional and discreet when handling confidential business and personal information.
• Flexible, resourceful, and happy to handle both high-level projects and everyday errands.
• Reliable transportation for occasional local errands.

Why Join Us?

At DivaDance, we're on a mission to inspire confidence and build community—and we believe that starts with our own team. We're a creative, collaborative, fast-growing company where your work makes a real impact.

Our Core Values guide how we work together:

• Lead Yourself First — Take ownership and responsibility.
• Stay Curious — Ask questions, learn, and find better ways.
• Execute with Excellence — Take pride in delivering quality work.
• Do the Right Thing — Lead with integrity.
• Lift the Room — Bring positive energy to everything you do.
• Do What You Say You Will Do — Be dependable and follow through.

If you're resourceful, love making things happen, and enjoy supporting a team that works hard and has fun, we'd love to meet you!