Medical Secretary, Receptionist jobs in Guelph, ON

Job Title: Administrative & Operations Coordinator

Location: Evolve Dance Centre – Kitchener, ON

Position Type: Part-Time (20–30 hours per week)

Start Date: As soon as possible

About Evolve Dance Centre

Evolve Dance Centre is a well-established recreational and competitive dance studio serving families across the Kitchener-Waterloo region. We are known for our professionalism, exceptional organization, and outstanding communication with the families we serve. Our environment is fast-paced, detail-driven, and people-focused, and we are intentional about building a team that can operate independently, professionally, and with care.

We are currently seeking a highly capable Administrative & Operations Coordinator to step into a key operational role within our studio.

This position is best suited for someone who enjoys responsibility, systems, and organization, and who takes pride in keeping things running smoothly behind the scenes. If you're someone who notices the little details, enjoys solving problems, communicates confidently, and thrives in a busy environment where no two days are exactly the same, we'd love to hear from you.

Position Overview

This is not a casual front-desk position.

The Administrative & Operations Coordinator is a key operational role responsible for the day-to-day administrative functions of the studio, family communication, and internal systems. You will serve as the primary point of contact for families and staff while working closely with the Directors to ensure the studio continues to operate at the high standard Evolve is known for.

We're looking for someone who is proactive, solutions-focused, and takes ownership of their work. The ideal candidate doesn't wait to be told what needs to be done—they anticipate needs, communicate clearly, and enjoy creating systems that help a busy organization run efficiently.

This role requires someone who is comfortable making decisions, managing multiple priorities, handling confidential information with discretion, and maintaining professionalism in every interaction.

Training & Transition

Training will begin immediately with hands-on onboarding alongside our current administrator. Responsibilities will gradually transition throughout the remainder of the summer, with the full schedule beginning in September alongside the start of our regular dance season.

Our onboarding process is intentionally designed to provide the support and training needed for long-term success in the role.

Key Responsibilities

Act as the primary point of contact for parent and student inquiries by email, phone, and in person.

Manage studio administrative platforms including Jackrabbit, Google Workspace, email systems, and internal databases.

Maintain accurate student records, registrations, billing information, and account notes.

Coordinate studio schedules, calendars, and administrative systems.

Prepare and distribute clear, professional communications to families and staff.

Support recital, competition, summer programming, and special event logistics.

Monitor inventory and coordinate ordering of office and studio supplies.

Maintain an organized, welcoming, and professional front desk and office environment.

Provide administrative support to the Directors and teaching staff.

Assist with studio projects and operational improvements as needed.

Supervise student helpers or volunteers during events when required.

Qualifications

Previous experience in an administrative, office management, operations, or customer service role is required.

Exceptional organizational skills with the ability to manage multiple competing priorities while maintaining a high level of accuracy.

Excellent written and verbal English communication skills.

Strong attention to detail and excellent problem-solving abilities.

Proficiency with Google Workspace, email platforms, CRM software, or scheduling systems. Experience with Jackrabbit is considered a strong asset.

Professionalism and discretion when handling confidential financial and family information.

Ability to work independently while also collaborating effectively as part of a team.

Comfort working in a child- and parent-focused environment.

Previous experience in a dance studio, recreation, education, or similar service-based environment is considered an asset but is not required.

Post-secondary education in Business Administration, Office Administration, Communications, or a related field is considered an asset.

Working Hours

This position is approximately 25–30 hours per week.

Because our studio operates primarily after school and in the evenings, regular afternoon and evening availability is required during the dance season. Some flexibility in scheduling is available. Additional hours may be required during peak periods including the start of the season, recital, competitions, and special events.

What Success Looks Like

The successful candidate will build trusting relationships with families through exceptional customer service and communication.

They will keep studio operations organized, efficient, and running smoothly while taking ownership of projects and proactively solving problems.

They will represent Evolve with professionalism, warmth, and integrity in every interaction while contributing to a positive and supportive environment for both families and staff.

Most importantly, they will help maintain the high standard of organization and care that our families have come to expect from Evolve Dance Centre.

Compensation

Competitive hourly compensation of $25.00–$29.00 per hour, based on experience and qualifications.

Performance-based growth opportunities and seasonal bonuses may be available.

This position is currently offered as an independent contractor role. As Evolve continues to grow, there may be an opportunity for the right candidate to transition into a salaried position with expanded responsibilities.

Work Location

This is an in-person position based at Evolve Dance Centre in Kitchener, Ontario.

Applicants must be able to reliably commute to the studio or plan to relocate prior to their start date.

Education

Secondary school diploma required.

Post-secondary education in Business Administration, Office Administration, Communications, or a related field is considered an asset.

Language

Fluent written and spoken English is required.

Why Join Evolve?

At Evolve Dance Centre, we believe that exceptional experiences for our families begin with an exceptional team. We value professionalism, initiative, kindness, accountability, and continuous growth. This is an opportunity to become an integral part of a supportive leadership team where your ideas, organization, and contributions will have a meaningful impact on our studio community.

If you're looking for more than just an administrative job—and want to play an important role in helping a growing organization thrive—we would love to hear from you.

Job Type: Part-time

Pay: $25.00-$29.00 per hour

Ability to commute/relocate:

• Kitchener, ON N2M 2C9: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Language:

• English (required)

Work Location: In person