Administrator of Academic & Learning Operations (VA)

About the Company We are a fast-growing online education and EdTech company dedicated to delivering high-quality, engaging learning experiences to students globally. We deliver live online classes, enrichment programs, and continuous learning experiences taught by exceptional educators. Our mission is to make impactful, high-quality education accessible, engaging, and transformative for families around the world. About the Role The Administrator of Academic & Learning Operations is a key operational role responsible for overseeing the systems, people, and processes that power our academic excellence, student success, and ongoing program logistics. Serving as the operational backbone of the organization, this individual will ensure that tutors, students, parents, and programs work seamlessly together. This is a multi-faceted role combining high-level academic operations management with direct virtual assistant execution—perfect for someone who is execution-focused, highly organized, and thrives in a fast-paced online learning environment. ●Type: Full-Time / Remote ●Location: Worldwide (Any Location / Fully Remote) ●Reports To: Leadership / Founder What You Will Do 1. Academic & Program Operations ●Lead the planning, execution, and continuous improvement of all online learning programs and rolling schedules. ●Ensure live classes are delivered consistently and meet our organizational quality standards. ●Maintain academic calendars, term schedules, program timelines, and live session updates across multiple time zones. ●Monitor program effectiveness and recommend improvements based on student and customer feedback . 2. Student Onboarding & Parent Experience ●Own the learner and member journey end-to-end, from enrollment through program completion. ●Manage continuous, rolling onboarding: send welcome materials, set up platform access (LMS, communication channels, forms), and track onboarding completion. ●Act as the primary point of contact for logistics, scheduling, and onboarding questions, routing non-administrative queries to the appropriate team members. ●Resolve escalated parent and student concerns professionally and promptly. 3. Tutor Management & Scheduling ●Oversee tutor recruitment, selection, onboarding, and training processes. ●Coordinate tutor scheduling and class assignments, ensuring adequate coverage and contingency planning for technical or staffing disruptions. ●Monitor class observations, attendance, and instructional quality to support tutor retention and growth. 4. Operational Excellence & System Maintenance ●Build and improve workflows to increase efficiency, automation, and scalability within a lean startup environment. ●Maintain minor existing automations (e.g., Zapier) to ensure data flows correctly between scheduling tools, CRMs, and learning systems (~1 hour/week). ●Keep documentation, records, and internal policies accurate and updated. ●Track and analyze key performance metrics (e.g., enrollment growth, attendance, satisfaction rates) to prepare operational reports for leadership. What We Are Looking For Required Qualifications ●Minimum of 3–5 years of experience in academic operations, education management, online learning platforms, or as an advanced Operations VA for a cohort/membership business. ●Proven experience managing remote teams and coordinating logistics across multiple time zones. ●Strong written and verbal communication skills—clear, prompt, and warm. ●Natural organizational capabilities with the ability to notice friction points or gaps before they cause issues. ●Comfort operating with real autonomy: ability to use judgment, follow process documentation, and improve systems independently. ●Proficiency with remote work tools: online calendars, Slack, Learning Management Systems (LMS), CRMs, and basic automation maintenance (Zapier). Preferred Qualifications ●Experience working in a lean, fast-paced EdTech startup environment. ●Familiarity with tools such as GoHighLevel, Tally, or specialized education scheduling software. ●Experience supporting global, rolling-enrollment education programs. What This Role Is Not This is not a sales, marketing, or content creation role. It is not a teaching or coaching role—you will not be instructing students or designing curriculum. It is also not a full automation development role; the technical infrastructure exists, and your job is to maintain and run it. What We Offer ●Competitive salary based on experience. ●Performance-based incentives. ●100% remote work environment with a global team. ●Professional development and leadership growth opportunities. ●The opportunity to help shape and scale a fast-growing educational platform. To Apply Please share a brief summary of a time you supported students, parents, or members through an onboarding process into an online course, program, or membership. What did you notice or implement that made the experience seamless for them? Keep it brief; we value clear, direct execution over polished cover letters.