Administrative Assistant (Operations)

Position: Administrative Assistant (Operations)

Organization: Pacific Preparatory

About Pacific Preparatory
Pacific Preparatory is a K-12 virtual school offering full-time enrollment, single courses and academic, test prep, and enrichment tutoring. At Pacific Prep, we build learning around each student rather than asking students to fit a system.

The Role
We are looking for a detail-oriented, self-directed administrative assistant to provide administrative support to our Assistant Head of School for 10-15 hours a week with the potential to increase over time. This person will handle the administrative work that keeps daily operations running smoothly. Duties include but are not limited to developing a working understanding of our systems and protocols in service of supporting staff and teachers, maintaining documentation and Standard Operating Procedures, accessing data and generating reports, conducting research on new initiatives, and providing backup admin support when needed in areas such as tutor scheduling and data entry. 

First 1-2 Months

• Build a working, high-level understanding of our systems and operational processes, including HubSpot, TutorBird, and Google Workspace, so you can complete independent research and administrative tasks with minimal direction.
• Learn our scheduling and matching process well enough to provide on-call backup support.

Ongoing Responsibilities

• Provide administrative support to the Assistant Head of School, including tracking open items, following up on deadlines, and keeping recurring workflows on schedule.
• Offer back up administrative support in areas such as tutor scheduling and data entry
• Support the research and administrative side of special projects
• In collaboration with Assistant Head of School:
  -Research and troubleshoot technical support questions 
  -Pull initial numbers for monthly data and reports.
  -Help maintain our syllabi database and coordinate with the College Board as needed
  -Update and maintain operational SOPs
  -Update and maintain tutor and teacher training and handbooks.

What We’re Looking For

• Strong organizational skills and consistent follow-through.
• Comfort learning new software quickly, particularly CRMs and scheduling platforms.
• Clear, professional written communication.
• Sound judgment about when to act independently and when to escalate.
• Discretion with student and family information.
• Prior experience with administrative support and/or research

Requirements 

• Bachelor’s degree required.
• Must have a working computer or laptop capable of running Zoom meetings with video and reliable internet.
• While we are a human-centered organization, ideal candidate must be open to learning and utilizing select AI tools such as Granola for notetaking. 

Schedule: Approximately 2-3 hours per day Monday through Friday, remote. Flexible schedule within range of 9am-2pm PT. Select opportunities for in person work if candidate lives in Portland, OR, not to exceed 2 hours/week. Note that our offices will be closed for 4 weeks/year (one week in October, two weeks in December, one week in July). 

Compensation: This is an hourly contract position. Hourly rate: $25/hour

To apply: Send a resume to [email protected]. In the body of the email, let us know why you’re interested in this role (4-5 sentences max). We want to get a sense of your communication style (not AI’s communication style!) and why you’d be a good fit.