Job Description

Position : Virtual Assistant

Working Schedule : 8a-5p EST

Salary Range :$1500-$2000 USD Monthly (the final salary will be determined by the candidate's level of experience and at the discretion of the client)

 

We are seeking a Virtual Assistant to keep our operations running smoothly. You will be the backbone of our administrative and creative processes, ensuring seamless operations across billing, content publishing, and client communications. This allows our tutors to focus on teaching and ensures our families feel supported.

Key Responsibilities

• Billing & Admin: Manage client billing (Mondays), reconcile payments, validate tutor invoices, follow up on declined cards, and process refunds.
• Inbox & Client Support: Read and reply to emails with a warm, helpful tone and triage/escalate issues as needed.
• Content Creation:
  • YouTube & Blog: Create custom YouTube thumbnails in Canva, upload/schedule videos, add descriptions/tags/links, segment videos into short clips, and convert transcripts into polished blog posts.
  • Social Media: Edit TikToks/reels from the CEO (overlays, captions, music), create a weekly posting schedule, and reply to comments on all social platforms.
• Website & Marketing:
  • Email Marketing: Create email blasts for prospective clients (quarterly newsletters, event announcements, etc.).
  • Website: Update classes/offerings and lead magnets on our site.
• System Management:
  • Teachworks: Assist with onboarding new clients, mark inactive students, and create new registration forms.
  • HubSpot: Update deal records with key information after a family signs up or decides not to proceed.
  • Student Support: Create accounts and add students to our ScoreSmart testing platform, send preliminary emails to crash course students, assist with creating polished notes, and provide discount codes for self-paced courses.
• Brand & Reviews:
  • Brand Deals: Correspond with other businesses by sending our rate card and scheduling meetings with the CEO.
  • Reviews: Monitor and respond to client reviews in our brand voice.

What We're Looking For

• Experience: Proven 3+ years track record as a Virtual Assistant or in a similar administrative role.
• Design Competence: A strong portfolio demonstrating excellent design skills beyond basic templates. Only applicants with a portfolio will be considered.
• Billing & Professionalism: Proven track record of billing accuracy and a high level of professionalism in all email communication. Reliability is paramount.
• Tech Reliability: You must have a stable and dependable power supply and a high-speed internet connection. This is a gating requirement , as the role is entirely remote. You should also have a backup plan for internet or power interruptions (e.g., a co-working space or secondary ISP).
• Organizational Skills: Exceptional ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Attention to Detail: A meticulous approach to all tasks, ensuring accuracy in your work.
• Communication: Excellent written and verbal communication skills.
• Tech Proficiency: High level of competence with common office software (e.g., Google Suite, Microsoft Office) and project management tools.

Tools You'll Use

Experience in the following tools is ideal, with training provided for others:

• HubSpot*
• Teachable
• YouTube Studio
• Canva*
• Google Drive/Docs/Sheets*
• Slack*
• Teachworks
• Frame.io
• Opus.pro
• Wix
• ChatGPT*
• ScoreSmart
• Loomly

Success Looks Like

• Billing is accurate and on time.
• All inbox emails are replied to on the same day during working hours.
• Social media designs and thumbnails are professional and polished.
• All content (videos, blogs, social assets) is published on schedule.
• HubSpot and Teachable records are clean with no loose ends.
• Communication with parents and tutors is friendly and professional.

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