Improve Your English Tutoring Services Virtual Assistant

Please Note: This job is being posted on behalf of Improve Your English Tutoring Services (www.ImproveYourEnglish.com) by Great Assistant (www.greatassistant.com). Great Assistant is a company that works with entrepreneurs to match them to assistants.

Nat Crawford is the CEO of Improve Your English Tutoring Services, an education company that helps students in grades 5-12 strengthen their reading and writing skills. The company also provides test prep, academic counseling, and summer group classes. For 24 years, Improve Your English Tutoring Services has supported families in Silicon Valley, including many ESL parents who are looking for high quality academic support for their children.

We're looking for a meticulous, detail oriented, friendly, and dependable Virtual Assistant who is aligned with our core values:

• Communicate clearly, politely, and positively
• Use questions to clarify what customers and tutors want
• Find the facts; avoid making assumptions
• Acknowledge mistakes and propose ways to fix them

As our assistant, you will support the CEO and Office Manager with client communication, scheduling, invoicing, data entry, and administrative support. This role is a great fit for someone who enjoys clear processes, careful follow-through, and helping clients feel supported and informed. A large part of this role involves communicating with ESL clients and families, including clients who may have strong accents.

Some of your responsibilities will include:

• Responding to prospect inquiries
• Answering client emails and managing communication threads for new and current customers
• Scheduling student sessions with tutors
• Setting up diagnostic sessions for students
• Walking new clients through terms and conditions
• Handling onboarding tasks for new clients, including inputting personal information
• Handling tasks for departing students
• Returning prospect phone calls using a scripted approach
• Calling current clients to check on satisfaction
• Adding items to the CEO's calendar
• Creating folders and documents for tutors to use
• Handling tutor requests for personal days
• Sending invoices to clients
• Updating spreadsheets, inputting numbers, and entering data accurately
• Using Google Alerts to find interesting articles
• Ordering materials through Amazon
• Printing and mailing items from your home office, including handwritten student cards, labeled postcards, and other materials

To succeed in this role, you must be patient, kind, clear, and highly accurate when working with data, client information, numbers, and basic arithmetic. You should be comfortable working with ESL clients and families and communicating in a way that makes them feel understood and supported.

In addition to the above, the ideal candidate must be/have:

• A positive can-do attitude and willingness to jump in where needed
• Comfortable asking thoughtful questions when something is unclear
• Clear communication, both written and verbal
• Professional when working with clients, tutors, and team members
• Able to follow detailed written instructions and established processes
• Able to take a big picture vision and help carry out the details
• Comfortable working independently while keeping the team updated
• Open to feedback and able to adjust when a process changes
• You must be tech savvy and quick to pick up new tools and software

Experience with the following tools is a plus!

• Google Workspace, including Gmail, Chat, Meet, Alerts, and Search
• Asana
• Calendly
• TalkRoute
• Teachworks
• Xodo Sign
• Dex / Forte Payments
• Zoom
• ChatGPT

Position Details

• This is a W2 position
• Benefits include Sick Time and 401(k) with a 1% match
• The position will be 15-20 hours per week to start, likely increasing to 20-25 hours per week within 6 months
• Flexible hours, Monday - Friday between 8:00 am - 4:00 pm PST
• You must be available from either 12:00 pm - 1:00 pm or 3:30 pm - 6:00 pm PST for occasional meetings
• The pay rate is $30/hr. USD and is non-negotiable
• You must be able to pass a background check
• We are looking for someone to become a long-term (3+ years) team member.

**Please do not contact Nat Crawford or Improve Your English Tutoring Services directly; doing so will disqualify your application***