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About the Role

ZTAK School Solutions is seeking a highly organized, proactive, and dependable Administrative Assistant to provide direct support to the company's owner and help manage the day-to-day administrative demands of a growing consulting business. This position will play an important role in keeping communications, scheduling, follow-ups, databases, and meeting preparation organized and moving forward.

Responsibilities

• Manage day-to-day administrative tasks and provide direct support to the business owner.
• Monitor and respond to routine email communications as directed.
• Manage client and prospect follow-ups to ensure important conversations and action items do not fall through the cracks.
• Schedule, coordinate, and confirm appointments and meetings.
• Maintain accurate and organized client and prospect information.
• Manage and update a comprehensive spreadsheet/database of prospective school clients.
• Research prospective schools and assist with maintaining accurate contact information.
• Prepare information, documents, notes, and other materials needed for upcoming meetings.
• Assist with meeting preparation and ensure relevant information is organized in advance.
• Conduct outbound email outreach to prospective schools when requested.
• Assist with basic phone follow-ups and communication as needed.
• Track outstanding tasks, follow-ups, appointments, and other administrative priorities.
• Provide general clerical and administrative support as new needs arise.
• Help identify opportunities to improve organization and administrative efficiency.
• Communicate proactively with the business owner regarding priorities, completed tasks, and items requiring attention.
• Research prospective private schools.
• Identify relevant contacts.
• Maintain prospect information.
• Prepare outreach lists.
• Send cold outreach emails.
• Track outreach and responses.
• Schedule meetings resulting from outreach.
• Conduct basic follow-up with prospects.

Requirements

• Previous experience in an administrative assistant, virtual assistant, office administration, customer service, or similar support role.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail.
• Comfortable managing email correspondence and follow-ups.
• Experience scheduling appointments and managing calendars.
• Strong spreadsheet and database management skills.
• Ability to maintain accurate records and keep information organized.
• Ability to manage multiple priorities simultaneously.
• Comfortable conducting research and locating information online.
• Ability to work independently with minimal supervision.
• Reliable, responsive, and consistent with follow-through.
• Professional communication skills when interacting with clients and prospective clients.
• Experience supporting an entrepreneur, business owner, consultant, or executive.
• Experience working with private schools, education organizations, nonprofits, or grant-related businesses.
• Experience with prospect or lead databases.
• Experience conducting outbound email outreach.
• Familiarity with CRM platforms or other client-management systems.
• Strong proficiency with Microsoft Excel, Google Sheets, or similar spreadsheet tools.
• Experience preparing meeting agendas, documents, presentations, or supporting materials.
• Experience working remotely with US-based businesses.
• Ability to work during afternoon hours aligned with Eastern Time.

Skills

• Organization & Time Management
• Communication
• Follow-Through
• Database Management
• Proactivity
• Research
• Adaptability
• Administrative & Prospecting Support

Location

• Remote

Work Type

• Part-Time
• Remote

Experience Level

• Minimum 20 hours per week
• Potential to transition to full-time

About the Company

• ZTAK School Solutions works with private schools to help them identify and secure grant funding, including security grants.
• ZTAK School Solutions is a growing business.