Remote URGENT: Executive Assistant (experience in education industry is preferred) bei WorkStaff360
WorkStaff360 · Toronto, Kanada · Remote
- Junior
- Update and maintain student records across multiple folders and templates.
- Apply yearly updates such as deadlines, sample forms, and instruction guides across all active student folders.
- Add and revise materials like the MIT Activity List, Additional Info Sample, and new instructions.
- Make sure admissions-related folders and whiteboards (2025–26) are properly set up and labeled.
- Manage and track the “Enrollment Agreements” (EA) for each student and counselor pairing.
- Add and organize documents in shared drives with version control and clean naming conventions.
- Maintain up-to-date client and candidate records in HubSpot.
- Confirm triggers and notifications for counselor responses, school list submissions, and follow-ups.
- Build and revise email sequences for reminders (24/12/6-hour confirmations).
- Set triggers to alert deal owners or notify internal leads.
- Monitor form responses and assign related tasks in the correct pipelines.
- Draft offer letters, NDAs, Exhibit A contracts, and other hiring docs.
- Coordinate pre-onboarding and welcome communications with new hires.
- Assign and track training resources, HR system access, and checklists in Asana.
- Set up and manage shared drives, passwords, Google Calendar, and MinuteDock access.
- Schedule meet-and-greet sessions, orientations, and team intros.
- Handle adjustments in DocuSign, including switching admin seats and resolving trial limitations.
- Send and follow up on referral bonus emails.
- Conduct reference checks with provided templates, forms, or Zoom scheduling.
- Review applications from LinkedIn, Indeed, and other platforms.
- Remove unqualified submissions that don’t follow instructions.
- Build, revise, and maintain job listings with updated descriptions and campaign strategies.
- Set up candidate folders and tag applicants accordingly.
- Assist with developing candidate rubrics and comparative review sheets.
- Review and resolve discrepancies in invoices using QuickBooks and HubSpot notes.
- Confirm proper viewing, delivery, and payment.
- Draft and send invoices after internal review.
- Conduct monthly audits on A/R
- Share finalized payroll paperwork with the client.
- Ensure MinuteDock client_work entries match each counselor’s Ex A and Monthly Payroll Costs file.
- Add non_client_work hours to the Payroll Costs tracker.
- Adjust IMPORTRANGE formulas in the Monthly Payroll Run sheet to reflect each new pay period.
- Match all totals across source and summary sheets before submitting for review.
- If totals don’t align, pause and resolve before escalating.
EXPECTATIONS:
- The Director expects you to be productive from the beginning. Being on probation does not lower the expectations for your work. This is a fast-moving role that depends on careful attention to detail, thoughtful communication, and follow-through.
- When a task is unclear, ask questions right away. If something is falling through the cracks, speak up. You are expected to keep things organized, help the team stay on track, and represent the business with professionalism.
- There is no room for vague updates or halfway answers. Listening carefully and completing tasks as requested is critical. The Director is highly involved and relies on this role to help carry out day-to-day work without needing reminders or repeated explanations.
Hard Requirements:
- Proven experience in administrative, operational, or academic support roles.
- Experience in email marketing and CRM management, particularly with Hubspot.
- Strong proficiency in tools like Google Workspace (Docs, Sheets, Forms), Microsoft Office, and Hubspot CRM.
- Experience with QuickBooks, invoicing, and revenue tracking.
- Graphic design or content creation skills.
- Excellent organizational and multitasking skills with attention to detail.
- Ability to write and edit content professionally.
- Creativity in content creation and a flair for engaging storytelling.
- Familiarity with email marketing best practices and tools.
- Analytical mindset with the ability to interpret data and optimize processes.
- Background in education, admissions, or academic operations.
Schedule:
- 40 hours per week
- Monday to Friday
- 9AM - 6PM US Pacific Standard Time Zone
Offer and Benefits:
- $5-$6USD/hour
- HMO coverage after 1 year of employment.
