The Virtual Administrative Assistant

Job Description

Performance:

The Virtual Administrative Assistant shall be evaluated annually based on goals and objectives composed and agreed to by the Executive Director, Superintendent, and Southgate Academy Board. The Virtual Administrative Assistant is responsible for providing remote assistance to business management professionals. Their duties include conducting research and organizing data, interacting with customers or clients on their employer’s behalf and performing additional clerical duties like updating calendars or sorting documents.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform the essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: At least 3 years of successful employment in education, supervision, and administration. The Assistant Administrator shall possess other qualities of academic, professional, and personal experience that the Superintendent may specify.
• Language Skills: Ability to read and interpret document such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports with agencies, employees of organizations, and if needed to the general public.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interests, commissions, proportions, percentages, and apply basic algebra and geometry.
• Reasoning Ability: Ability to apply basic skills. Ability to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls, talk, and hear. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and/or move up to 25 pounds and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, which includes use of the computer and copy machine.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. The noise level in the working environment is generally moderate.

Essential Duties and Responsibilities:

Include the following but are not limited to and may require other duties as needed.

• Assist Executive Director with daily operations
• Help ensure all reports, tasks, projects, compliance is being met.
• Handle any misc. tasks/projects for operations director and administrators
• Act as support to administrative office staff (Executive Director, HR, Finance)
• Meet with the executive Director to review task, project list and calendar.
• Collect weekly plans and file.
• Review operations calendar and coordinate with Executive Director to assist w/any tasks
• Confirm weekly meetings are still on schedule (Executive and Administrative), inform staff and coordinate w/supervisor on agenda.
• Send task assignments after staff meeting, coordinate with Executive Director
• Attend Office Staff Meetings (Mondays), create agenda if needed
• Update binders (marketing, events, operations, cell phone, etc.)
• Review events binder, meet with Executive Director to plan or update
• Review city calendar and other business (events) for registration opportunities, coordinate w/office manager

Summary

The Virtual Administrative Assistant will support the Executive Director by managing daily administrative tasks from a remote location. This includes scheduling meetings, managing emails, preparing reports, organizing documents, handling customer inquiries, and other clerical duties that support business operations. The position requires the person to perform data entry tasks, update databases, and ensure that all data is accurately recorded and easily accessible. This will include inputting information data that the business needs to track. They will be responsible to assist with event planning by researching venues, liaising with vendors, sending out invitations, tracking RSVPs, and providing technical assistance in handling logistics to ensure the event runs smoothly. Compile information and prepare detailed reports on various aspects of the business, such as sales reports, budget summaries, expense reports, or performance evaluations, which are essential for strategic planning. Other duties may Include the following but are not limited to and may require other duties as needed.