Virtual Assistant - Project Manager & Admin

Business Type: Education Provider - Tutoring / Courses / Professional Development

Location: Remote (Philippines)

Contract Type: 6 Months (with potential for extension)

Hours per Day: 8

Working Hours: 12pm - 8pm AEDT (Sydney Time) / 9am - 5pm PHST (Philippine Standard Time)

About Us: Choice Education Group, the parent company of APTUTORING and Canberra Tutoring, is a leader in the education sector dedicated to delivering exceptional services. We prioritize the educational and well-being interests of our students, maintaining high standards in all operations. Our mission extends to supporting our clients and contractors with innovative processes and attentive service. This role is crucial in supporting the growth and operational excellence of our brands.

Role Overview: As a Virtual Administrative Assistant, you will play a vital role in supporting our management team and providing direct assistance to the Director in everyday business operations. This position requires a high level of autonomy, excellent organizational skills, and the ability to handle multiple tasks simultaneously. Your contributions will be key in maintaining seamless business operations, creating innovative processes, and supporting our educational initiatives.

Key Responsibilities:

CRM and Email Management:

Efficiently manage the Customer Relationship Management (CRM) system, ensuring data consistency across platforms.
Oversee and organize email and SMS communications, ensuring prompt and professional responses.
Establish consistent communication to engage and maintain client relationships.
Scheduling and Communication:

Coordinate client scheduling, including cancellations and rescheduling using CRM and Google Workspaces.
Liaise with clients and tutors to complete schedules through email and SMS.
Maintain continuous engagement and nurture client relationships, ensuring all inquiries are addressed within 12 hours.
Administrative Excellence:

Conduct regular administrative tasks with accuracy and efficiency.
Demonstrate exceptional organizational skills in handling various tasks.
Project Management:

Lead and manage projects related to administrative improvements and educational initiatives.
Ensure timely and successful completion of projects, coordinating with various stakeholders.
SOP Development:

Develop and manage efficient administrative processes and systems within the Google Drive and Workspace environment.
Create and maintain comprehensive documentation of processes and procedures, including CRM system SOPs and how-to guides.
Reporting:

Prepare, develop, and present reports as required, ensuring accuracy and attention to detail.
Analyze data and provide insights to support decision-making processes.
Requirements:

A minimum of 5 years of experience in an administrative or executive assistant role, preferably in a virtual setting.
Proven expertise in managing CRM systems and handling email communications.
Exceptional organizational, project management, and report development skills.
Strong attention to detail and the ability to multitask effectively.
Proficient in Microsoft Office Suite, CRM software, and web tools.
Excellent communication skills, both written and verbal, with proficiency in English.
Business acumen with the confidence to work autonomously and proactively.
Ability to work under pressure and meet deadlines.
Software to Be Used:

Custom CRM platform
ChatGPT
Google Workspaces (Gmail, Drive, Docs, Sheets)
Mailchimp (or similar)
SMS Global (or similar)
Microsoft Word, Excel, PowerPoint
Zoom
Timezone and Working Hours:

Timezone: AEDT (Sydney Time)
Working Hours: 1pm - 5pm AEDT / 10am - 2pm PHST (Philippine Standard Time