Client Operations Assistant: Full-Time, US Pacific Hours

Med School Insiders is looking for a talented, driven Client Operations Assistant to join our team in a long-term, full-time capacity. We're a premier medical school admissions consulting and tutoring firm based in the US, and we take pride in the people we bring on. If you're someone who cares deeply about doing excellent work and being part of something meaningful, we'd love to hear from you.

Role Mission

The Client Operations Assistant ensures that no client inquiry goes unanswered, no deadline slips, and no task falls through the cracks, freeing our leadership team to focus on the highest-leverage work. This role is the operational backbone of a fast-moving team, and the right person will take genuine ownership of that responsibility.

About Med School Insiders

We help students achieve one of the most important goals of their lives: getting into medical school. Our team operates at a high level because our clients depend on it. We're collaborative, focused, and we invest in the people who invest in us. When you perform well here, it's noticed and rewarded.

What You'll Do

Client Communication and Support

- Manage inbound inquiries via email and social media with professionalism and care.
- Provide thoughtful, high-quality responses to clients and route complex issues to the right tea ---------- mber.

Operations and Project Management

- Monitor ongoing projects, follow up with tea ---------- mbers, and keep deadlines visible and on track.
- Be the person the team can count on to close loops and flag issues early.

Administrative and Data Support

- Maintain and update internal spreadsheets and databases accurately.
- Coordinate calendars and scheduling across the team.
- Handle video transcription corrections and outreach to business contacts.

What Success Looks Like

- Client inquiries are responded to promptly, accurately, and on-brand, every time.
- No deadline slips without advance notice and a mitigation plan already in motion.
- Internal data and records are accurate, current, and easy to retrieve.
- The leadership team spends zero time chasing status updates or re-explaining closed items.
- Complex or sensitive issues are escalated quickly, with context already gathered.

Who You Are

- Your English is exceptional, written and spoken. You can represent the company confidently and professionally in any context.
- You're organized by nature. You don't need reminders to follow up because you've already built a system to track it.
- You take initiative. When something needs to happen, you make it happen; you don't wait to be asked twice.
- You communicate proactively, especially when something changes or needs attention.
- You're dependable. Your team knows that when you say you'll handle something, it's handled.
- You're emotionally steady under pressure and can handle sensitive client information with discretion.
- You welcome direct feedback and see it as a tool for getting better, not a criticism to manage.
- You're comfortable using AI tools (ChatGPT, Claude, etc.) and look for ways to leverage them to work smarter.
- You have at least 2 years of experience in customer support, email management, or a similar client-facing administrative role.

What We Value

- Integrity and honesty in all work (we mean it).
- Strong execution and follow-through, every time.
- A "figure it out and get it done" mindset.
- Proactive communication, especially when things are unclear or at risk.
- Continuous improvement; we recognize and reward people who get better over time.

Schedule and Requirements

- Hours: Monday through Friday, 9:00 AM to 5:00 PM Pacific Time (Los Angeles).
- English Proficiency: C2 Level required. Please attach a copy of your C2 certificate to your application.
- Stable internet connection and a quiet, professional workspace.

What We Offer

- Weekly compensation: reliable, consistent pay you can count on.
- Two weeks of paid vacation annually.
- A stable, long-term role in a growing company with a clear mission.
- Room to grow: we recognize performance and promote from within. This role can evolve significantly for the right person.
- A team that respects your time, values your contribution, and treats you like a professional.

The Hiring Process

We move quickly with candidates who are a strong fit. Here's what to expect:

1. Application — Submit the form below.
2. Screening — We review your experience and fit.
3. Interview — We discuss the role in detail.
4. Trial Task — A short, time-limited task so we can see how you think and execute.
5. Decision — We move fast and communicate clearly at every stage.

How to Apply

Please follow the instructions carefully and complete the form at the link below.

Important: Enter 55 in the age field on the application form.

Apply Here: ----------

We look forward to meeting you.