Virtual Office Assistant WO (Administrative)
JOB TITLE: Virtual Office Assistant
REPORTS TO: WorldOver International Program Director
CLASSIFICATION: Non-Exempt, part-time, not to exceed 25 hours per week
HOURLY RANGE: $18.00-$22.00 per hour
POSITION OVERVIEW
We are seeking a skilled and creative Virtual Office Assistant who is a highly organized, detail-loving, make-it-happen kind of person to help keep our dynamic team on track. You'll work directly with our leadership team, helping to move projects forward, follow up with team members, coordinate communications, and assist across departments. This role provides key administrative support to leadership and serves as a central point of coordination across multiple departments, including marketing, enrollment, HR, academic services, and vendor relations. The Office Assistant will work to ensure accountability, follow-up, and consistent progress on organizational priorities. WorldOver is committed to creating a supportive, inclusive, and collaborative workplace where team members are empowered to contribute their best work.
DUTIES & RESPONSIBILITIES OVERVIEW
- Serve as the central point of contact for internal communication and task coordination among the Executive Director, School Director, Consultant, and the broader team.
- Proactively follow up with staff across all departments (including Marketing, HR, Enrollment, and Instructional Teams) to ensure projects, assignments, and deadlines are on track.
- Maintain shared calendars, organize internal meetings, prepare agendas, take notes, and track action items.
- Assist in the coordination of virtual meetings, events, webinars, and training sessions.
- Organize, update, and maintain digital files, Standard Operating Procedures (SOPs), and administrative records.
- Provide administrative support for enrollment processes, including gathering required paperwork, following up with prospective families, scheduling consultations, and coordinating student onboarding.
- Support the student and staff onboarding process, answering administrative questions and escalating issues as needed.
- Track internal deadlines, project progress, and outstanding tasks to ensure team alignment.
- Maintain and manage internal project boards or task management tools (e.g., Asana, Trello, ClickUp, etc.).
- Support HR processes, including onboarding paperwork, contractor agreements, background checks, and file maintenance.
- Serve as a point of contact for external vendors, contractors, and partner organizations.
- Assist with light bookkeeping, invoice processing, and basic financial tracking as directed by leadership.
COMPENSATION
The hourly rate is $18.00 to $22.00 per hour depending on experience, as this is a part-time position.
REQUIREMENTS & DISCLAIMERS
- Candidates must provide their own computer, internet and phone as the compensation includes a technology allowance.
- All candidates are required to complete or provide proof of an active Mandated Reporter certification.
- A Livescan background check will be required as part of the hiring process, Livescan backgrounds are not a covered expense assumed by the organization.
*The statements herein are intended to describe the general nature and level of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer
WorldOver is program under The Maker Learning Network, who is an Equal Opportunity Employer and is committed to fostering diversity within its staff.
MLN promotes equal opportunity for all employees and applicants. In doing so, we comply with local, state, and federal laws and regulations to ensure an equal employment opportunity for everyone. We don't discriminate in employment opportunities or practices on the basis of race, ancestry, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, citizenship, military service obligation, veteran status or any other basis protected by federal, state or local laws. Our policies and personnel practices are intended to ensure that all of us are treated equally with regard to recruiting, hiring, and advancement, and our decisions on employment are made to further the principle of equal employment opportunities for employees.
Revised 6/9/2025
QUALIFICATIONS
- 3+ years of experience in office administration, executive assistance, or operations coordination.
- Demonstrated experience supporting multiple executives or departments simultaneously.
- Exceptional organizational skills with high attention to detail.
- Excellent written and verbal communication skills.
- Comfortable following up with and nudging team members while maintaining positive relationships.
- Tech-savvy: proficiency with Google Workspace, task management tools, video conferencing platforms, and CRM systems.
- Ability to adapt in a fast-paced, virtual environment.
- Prior experience in education, homeschooling, or virtual learning is preferred (but not required).
PREFERRED SKILLS
- Organized, detail-oriented, and proactive
- A friendly “nudger” who's not afraid to follow up
- Excellent communicator — both written and verbal
- Loves juggling multiple tasks and wearing many hats
- Tech-comfortable (Google Suite, project management software, CRM, etc.)
- Independent worker who also loves being part of a mission-driven team
- Bonus if you're familiar with education, homeschooling, or non-profits!
