Virtual Assistant

Role Overview

• New customer support – you’ll lead the administrative process to onboarding new families into our childcare centers.
• Existing customer support – you’ll assist with phone and email inquiries from our existing families about billings, holidays, changes of days and more.
• Management support – our center directors will be depending on you for important internal reports and admin processes.
• Staffing support – you’ll lead the administrative process to onboarding new staff onto our systems and prepare draft rosters.
• Manage calendars, schedule meetings, and coordinate appointments
• Monitor and organize inboxes, flag priorities, and draft responses
• Handle administrative tasks such as data entry, file organization, and document preparation
• Conduct online research and compile information as needed
• Assist with project coordination, task tracking, and follow-ups
• Support client communications via email, chat, or phone when required
• Maintain and update internal systems, CRM tools, and trackers
• Prepare reports, summaries, and presentations
• Perform ad hoc tasks to support business operations

Requirements

• Proven experience as a Virtual Assistant or in a similar administrative role working with native english speakers in an SMB
• Proactive, strong organizational and time management skills
• Excellent written and verbal communication skills
• High attention to detail and ability to multitask
• Proficiency in tools such as Microsoft Office suite & Asana (or equivalent), scheduling experience (Deputy) and childcare management (Xplor) a bonus
• Ability to work independently and take initiative
• A dedicated space for the home office that free from distractions
• A steady and fast internet connection with the minimum speed of 50 Mbps, which the internet modem available next to the working desk for the IP phone installation