Operations and marketing virtual assistant

Are you organized, dependable, and the person who notices when something doesn’t quite add up? We’re looking for a virtual assistant who enjoys keeping records accurate, following tasks through, and helping a busy team stay on track.
First Circle is a family-owned business serving children and families at four early childhood education centers in Massachusetts since 1997. You’ll work directly with our Director of Operations and provide additional administrative support to our curriculum and marketing efforts.

WHAT YOU'LL DO
Operations and enrollment support

• Process new enrollments and maintain accurate child and family records in Playground, our childcare management system.
• Update child schedules, routine billing information, schedule changes, and departures using established procedures.
• Process approved deposit refunds and routine account changes.
• Prepare classroom transition paperwork, update records, and send routine communications using approved templates.
• Maintain enrollment spreadsheets, scorecards, and operational trackers.
• Track recurring deadlines, send reminders, and follow up on missing documents and incomplete tasks.
• Check records and routine charges for missing information, inconsistencies, and errors.
• Prepare enrollment projections and reports for review.
• Keep directories, written procedures, and administrative records current.

Education and marketing support

• Help organize curriculum materials, prepare documents, maintain trackers, and follow up on missing submissions.
• Prepare and schedule social media and Google My Business posts using approved content and brand guidelines.

Communication and follow-through

• Provide concise updates on completed work, outstanding items, and decisions needed.
• Communicate delays early and provide realistic completion estimates.
• Notice recurring problems, document the pattern, and suggest improvements.
• Maintain practical checklists, templates, and process documentation.

HOW YOU'LL WORK
Our Director of Operations will coordinate your priorities and workload.
You’ll receive training, documented procedures, and regular check-ins. As you learn the role, you’ll take increasing ownership of routine processes. When information is missing or a request falls outside an approved procedure, we expect you to ask questions and flag the issue.

WHAT WE'RE LOOKING FOR

• Experience as a virtual assistant or in administrative or operations support.
• Strong attention to detail, including when handling repetitive work.
• Confidence using Microsoft Excel, Outlook, and Word.
• Experience maintaining records in a CRM or similar business system.
• Clear written and spoken English for correspondence, training, and video meetings.
• The ability to follow detailed instructions, manage recurring deadlines, and complete tasks without repeated reminders.
• Comfort preparing and scheduling social media content using templates and brand guidelines.
• Sound judgment when handling confidential information.
• Willingness to receive feedback and apply corrections consistently.
• A reliable computer, stable internet connection, and a quiet workspace suitable for confidential work.
• Availability for video meetings with your camera on during agreed working hours.

Strong working knowledge of Microsoft Excel and Word is required, along with experience using a variety of business software and online systems. You should be comfortable maintaining spreadsheets, preparing documents, moving between systems, and learning new tools.
Experience with Canva, social media scheduling tools, or Google Business Profile is helpful. We’ll provide training on Playground and our internal processes.

WHAT SUCCESS LOOKS LIKE
Records and trackers stay accurate. Deadlines are met, outstanding items receive follow-up, and approved posts are published on schedule. Our team receives clear updates about what is complete and what needs attention.
Over time, you’ll handle assigned routine processes independently and help us improve how the work gets done.

WHY JOIN US
We’re a fun, women-owned and women-led company with a mission to make a difference in the world, starting with the children and families we serve. We take our work seriously and enjoy plenty of laughter along the way.
We’re looking for a long-term teammate. You’ll have clear responsibilities, ongoing training, regular support, and meaningful work with people who care about what they do and about each other.

WORKING HOURS AND PAY

• Pay: $5 USD per hour.
• Hours: 30–40 hours per week.
• Required overlap: at least four hours between 7 a.m. and 2 p.m. U.S. Eastern Time, Monday through Friday.
• Remaining hours: scheduled by agreement.
• Training and meetings: during your agreed working hours.

The required overlap falls within an evening and overnight window in the Philippines: 7 p.m.–2 a.m. during U.S. daylight saving time and 8 p.m.–3 a.m. during U.S. standard time. You must be able to maintain the agreed Eastern Time schedule when U.S. clocks change.

CONFIDENTIALITY AND APPROVALS
You’ll handle confidential child, family, employee, and business information. You must follow First Circle’s privacy procedures and use approved business systems.

Marketing content requires approval before publishing. Only photos cleared for public use may be posted.

HOW TO APPLY
Please submit:
1. Your updated résumé.
2. A link to a 2–3 minute Loom video.
3. A brief list of the software and business tools you’ve used, including any social media or Google Business Profile experience.
4. Your computer specifications and internet connection details.

In your Loom video:

• Introduce yourself and describe your relevant experience. Please speak naturally rather than reading a prepared script. We’re interested in how you communicate; polished video production is unnecessary. Make sure we can open your video link.
• Share an example of an error you caught or an unfinished task you followed through to completion.
• Confirm that you accept $5 USD per hour and can work 30–40 hours per week with the required Eastern Time overlap.

Use “Operations VA application” as your application subject line. Applications must include both an updated résumé and a video to proceed.

Selected candidates will complete a short practical exercise using sample information, followed by a video interview.