Client Success & Operations

We're a premium one-on-one ACT coaching business based in New York City. The ACT is a standardized college admissions test taken by high school students across the United States. Our business provides personalized one-on-one coaching to help students maximize their scores.

We're looking for a reliable, detail-oriented virtual assistant to help manage client communications, keep our operations running smoothly, and support our small but growing team. You'll be the behind-the-scenes person who makes sure nothing falls through the cracks.

Responsibilities:

Client Success & Parent Communication
— Send onboarding email s to new students and parents after enrollment
— Follow up with students on scheduling, session reminders, and progress updates
— Respond to routine parent/student email s (scheduling changes, questions about materials,
etc.)
— Routinely update parents on student progress (weekly)
— Flag any client concerns or complaints to the founder immediately

Sales & Lead Support
— Send follow-up email s to prospects
— Follow up with no-shows to reschedule
— Send post-call follow-up email s on behalf of the sales team
— Update and maintain the CRM/lead tracker

Team & Operations Support
— Maintain and organize Google Drive files, folders, and shared resources
— Help schedule meetings and calls across team members
— Monitor and organize the main business inbox

Content & Social Media Admin (Light)
— Upload and schedule pre-made social media posts (TikTok, Instagram)
— Repurpose content across platforms (e.g., pull clips, resize graphics)
— Track posting schedule and flag gaps

Requirements:
— Excellent written English (you'll be email ing American parents - tone and professionalism matter)
— Experience with Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)
— Reliable internet and available during US Eastern Time business hours (at least partial overlap)
— Organized, proactive, and comfortable working independently
— Experience with a CRM or lead tracking tool is a plus
— Social media scheduling experience is a plus

This is a part-time role (20 hours/week) with room to grow as the business scales. We value reliability, clear communication, and attention to detail above all else.