Executive Virtual Assistant

Job Posting: Executive Virtual Assistant & Educational Operations Coordinator Position Type: Remote / Fractional to Full-Time (Specify: e.g., 20–40 hours/week) Location: Remote (Specify preferred time zones, e.g., Eastern Time / Americas Nearshore) About the Role We are seeking an exceptionally organized, compliance-minded, and system-proficient Executive Virtual Assistant & Educational Operations Coordinator to serve as an operational partner to our leadership team. In an educational environment, precision and regulatory integrity are everything. This is a proactive role where you will function as a key gatekeeper—managing executive communications, coordinating institutional documentation, and maintaining the systems that keep our programs running smoothly. The ideal candidate bridges the gap between classic academic administration and modern cloud software operations. If you have an immaculate eye for detail, comfort managing institutional file access, and experience maintaining data integrity across admissions, tracking, or regulatory systems, we want you on our team. Core Responsibilities 1. Academic & Institutional Administration Inbox Architecture & Triaging: Manage the executive email inbox. Categorize incoming communications, filter institutional inquiries, flag urgent regulatory/accreditation items, and draft high-fidelity responses mirroring leadership's professional tone. Strategic Calendar & Meeting Management: Own complex scheduling across institutional departments, faculty, and external boards. Proactively manage conflicts, coordinate across time zones, and ensure meeting agendas and briefing materials are prepared 24 hours in advance. Document Architecture & Compliance Readiness: Serve as the architect of our cloud storage systems (SharePoint/Google Workspace). Enforce strict folder structures and precise naming conventions to ensure all accreditation materials, institutional reports, and operational records are audit-ready and securely credential-managed. 2. Admissions Pipeline & CRM Management Data Integrity & Lead Tracking: Oversee day-to-day data entry and pipeline health within our student recruitment/admissions CRM (e.g., GoHighLevel, HubSpot). Ensure prospective students or leads are accurately tagged, segmented, and tracked through the enrollment funnel. Workflow Monitoring: Monitor automated institutional nurture flows and system triggers. Ensure communication gaps are addressed so that automated data flows seamlessly between forms, tracking systems, and staff notifications. 3. Institutional Reporting & Project Coordination Meeting Action Items: Attend key academic, staff, or advisory board meetings virtually to take structured minutes, extract concrete action items, and assign deadlines within our project management software. Document Processing & Formatting: Format, proofread, and polish high-level institutional reports, program modification drafts, and compliance documentation. Ensure strict consistency in professional layout, typography, and organizational standards. Required Technical Profile & Skills Enterprise Workspaces: Advanced proficiency in Microsoft 365 (including expert-level SharePoint document library and permission management) and Google Workspace. CRM & Automation Fluency: Hands-on experience navigating GoHighLevel, HubSpot, or specialized education CRMs (specifically pipeline management, user tagging, and contact filtering). Project Management Tools: Experience with ClickUp, Asana, Monday.com, or similar collaborative platforms. Security & Confidentiality Mindset: Absolute discretion regarding sensitive student and institutional records; familiarity with secure credential managers (e.g., 1Password, LastPass). Communication: Flawless written and spoken English, with the confidence to communicate professionally with faculty, staff, administrators, and external regulatory bodies.