Virtual Assistant - Tutoring Operations Coordinator

Job Description

Position Overview:

Tutor Jackets is seeking a proactive, detail-oriented Virtual Assistant to support internal operations and tutor-student coordination. The ideal candidate will handle administrative workflows, help with project tracking, and facilitate communication across platforms. The role is part-time, with potential to expand based on performance and business growth.

Key Responsibilities:

• Coordinate tutor-student scheduling, including cancellations, rescheduling, and finding substitutes
• Support calendar management and set up accounts or systems as needed
• Handle monthly session renewals and prepare basic invoices
• Document internal SOPs and assist with ongoing project management
• Maintain and organize tutor availability and student data
• Participate in client communication via group chats (currently Google Voice; may transition to OpenPhone)
• Track tasks and deadlines across tutoring programs

Must-Have Qualifications:

• 2+ years of experience in virtual assistance, customer support, or academic coordination
• Strong written communication skills in English
• Experience with calendar tools (e.g., Google Calendar) and productivity platforms (e.g., Google Workspace, Notion, or similar)
• Ability to manage multiple tasks with attention to detail
• Reliable internet connection and quiet work environment
• Proactive, solution-oriented mindset with strong time management

Software Tools:

• Google Workspace (Docs, Sheets, Calendar)
• Google Voice (may transition to OpenPhone)
• CRM or task/project management tools (Notion, Trello, or similar)
• Optional: Experience with invoicing tools or basic accounting systems

Work Schedule & Timezone:

• Part-Time: 20 hours/week
• Preferred Hours: Monday–Friday, 4 PM – 8 PM EST, occasional Saturdays
• Flexibility and potential overtime during high-volume periods (to be pre-approved)