Coordinator / Executive Assistant

We’re looking for a reliable, highly communicative, and organized Tutoring Operations Coordinator / Executive Assistant to join a tutoring company that supports middle school and high school students through high-quality, personalized virtual tutoring. This part-time virtual and fully remote position is ideal for someone who thrives on flexibility, takes initiative, and enjoys managing people, processes, and communication in a startup environment.

Candidate must be available to work a consistent shift of Monday–Thursday, 4:00–8:00 PM EST, with optional additional availability on Fridays. This role is time-sensitive and requires real-time responsiveness during peak student and tutor hours.

Job Duties and Responsibilities:

Operations: Support day-to-day operations with light data entry, tracking business metrics, and resolving or escalating daily logistical issues as they arise.
Client Communication: Serve as the first point of contact for students and parents, coordinating schedule changes, sending timely session reminders, and addressing support requests with professionalism and warmth.
Internal Communication: Coordinate tutor substitutions, communicate tutor availability and updates, and ensure a smooth onboarding process by matching new students with tutors and confirming initial session logistics.
Calendar and Logistics: Manage and optimize the master tutoring calendar, ensuring schedule accuracy, tutor availability, and effective day-of communication for last-minute changes or adjustments to reach maximum utilization and support targets
Administration: Set up new tutor and student accounts in company systems, organize shared file storage, maintain communication threads, and document procedures in SOPs as needed.
Multi-Tasking: Balance multiple tasks, communications, and projects at once, applying strong organizational and project management skills to meet deadlines and ensure consistent follow-through.
Student-Tutor Fit Monitoring: Monitor ongoing tutor-student relationships, gather informal feedback, and escalate any concerns about fit, engagement, or satisfaction to ensure a high-quality tutoring experience.
Appointment Management: Manage and triage the founder’s calendar by scheduling new and existing client appointments, parent escalations, and external outreach calls through Calendly or direct coordination


Required Qualifications:

Bachelor’s Degree or equivalent combination of education and relevant work experience
Background in education (e.g., former teacher, experienced parent) or relevant experience in a service-based business or client-facing role
Has access to a reliable computer with strong WiFi to support video conferencing
Exceptional written and verbal communication skills — warm, clear, and high level of professionalism
Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs/Sheets), Google Voice, and video conferencing tools (Google Meet, Zoom)
Highly organized and proactive, with strong follow-through and the ability to manage multiple priorities with discretion, urgency, and confidentiality
Comfortable working independently in a fast-paced, virtual environment; strong work ethic and commitment to student-centered support
Demonstrates integrity, sound judgment, reliability, and a collaborative, solutions-oriented mindset
Willingness to occasionally work evenings or weekends as needed
English language proficiency certificate

Preferred Qualifications:

Bachelor’s Degree in Education with prior classroom teaching/tutoring experience
2+ years of experience working in a learning center, tutoring program, or other academic support roles/services
Experience working directly with school district personnel, local organizations, and nonprofits
Familiarity with social media, content creation, or community engagement strategies
Familiarity with automation tools like Zapier or Airtable to help streamline scheduling, onboarding, or communications

Technical Requirements:
- USB Headset with Noise Cancellation feature
- Working Webcam
- Computer with at least 1.8 GHz processor and at least 4GB RAM
- Main Internet Service Speed: at least 25 Mbps cable connection
- Backup Internet Service Speed: at least 10 Mbps

Salary per month: $400 (overtime will be paid extra)
Please do not apply if your rate is higher than what is being offered for this role.