Job Description

Progressive Tutoring seeks a highly organized, dependable Virtual Assistant to manage the administrative systems that support a growing specialist learning intervention center. 

This role is not for someone who waits for a daily task list.

We are looking for someone who can learn a process, follow it accurately, track what is still open, communicate professionally, notice what’s missing, and ensure important follow-ups happen.

Your first major responsibility will be helping us operate our recruiting and hiring system. As you learn the business and demonstrate accuracy and good judgment, you will take ownership of additional back-end operations. 

What You'll Do

Initially, you will help manage our hiring and recruiting operations. Responsibilities will include:

* Maintain hiring and operations dashboards to ensure information is accurate and up to date.
* Post approved job listings and help source candidates through approved channels.
* Review applications for objective requirements using established checklists.
* Prepare concise candidate summaries for leadership review.
* Schedule interviews, practical exercises, and other appointments.
* Send approved confirmations, reminders, follow-ups, and candidate communications.
* Track missing documents, professional references, deadlines, and next steps.
* Keep candidate stages and hiring records up to date.
* Follow up on open items without needing repeated reminders.
* Keep files, forms, spreadsheets, and process documentation organized.
* Prepare concise updates on what is complete, overdue, or awaiting a decision.

As the role grows, responsibilities may also include:

* Maintaining workflows and records in SuiteDash and other business systems.
* Scheduling and administrative coordination.
* Maintaining SOPs, templates, checklists, and forms.
* Managing routine follow-up processes.
* Helping document repeatable business processes.
* Preparing weekly operations summaries.
* Supporting other approved back-end administrative systems as they are formally handed off.

You'll Be a Strong Fit If You...

* Notice details that other people miss.
* Close loops without being chased.
* Write clearly and professionally.
* Like checklists, systems, trackers, spreadsheets, and organized processes.
* Can manage several open tasks without losing track of deadlines.
* Follow instructions carefully, but do not become stuck when something unexpected happens.
* Know when you can handle something yourself and when you should ask or escalate.
* Can learn new technology without needing constant step-by-step supervision.
* Take ownership when you make a mistake and correct it quickly.
* Communicate problems early instead of waiting until a deadline has passed.
* Protect confidential information carefully.
* Want a stable, long-term role where your responsibilities can grow over time.

Requirements

* Excellent written and spoken English.
* Previous experience in administrative support, operations, executive assistance, recruiting coordination, project coordination, or a comparable role.
* Strong attention to detail.
* Strong organizational and follow-through skills.
* Comfortable using Google Workspace or Microsoft Office, especially spreadsheets and shared documents.
* Comfortable learning new software and systems.
* Reliable computer and internet connection.
* A private, professional work environment.
* A realistic backup plan for internet or power interruptions.
* Ability to maintain confidentiality when working with business, candidate, staff, student, and family information.
* Ability to work independently and provide concise progress updates.
* Willingness to complete a short practical skills exercise during the hiring process.

**SuiteDash experience is helpful but not required.** We can teach the software. We are looking for someone reliable with good judgment, strong communication skills, systems thinking, accuracy, and follow-through. 

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