Administrative Assistant (Operations)

PDX Pipeline; United States; Remote; USD 29,000 - 39,000; Part time

Benefits offered by this job

Flexible schedule

Remote work

Job summary

Pacific Preparatory is seeking an Administrative Assistant (Operations) to support the Assistant Head of School with daily operations for 10-15 hours weekly, with potential growth. You will manage documentation, SOPs, data reports, and research on new initiatives while providing backup admin support for tutoring and data entry.

Required is a Bachelor's degree and comfort with CRM and scheduling tools. The role is remote with flexible hours 9am–2pm PT, and some in-person work in Portland, OR may

Qualifications

• Bachelor's degree required.
• Experience in administrative support or research is preferred.
• Comfort learning new software and CRMs quickly.

Responsibilities

• Provide administrative support to the Assistant Head of School and track deadlines.
• Back up tutor scheduling and data entry as needed.
• Support research and administrative aspects of special projects.
• Coordinate with stakeholders to update SOPs and handbooks.

Skills

Organizational skills

Tech-savvy

CRM software

Scheduling software

Written communication

Discretion

Administrative support

Research

Education

Bachelor's degree

Tools

HubSpot

TutorBird

Google Workspace

Job description

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 elevate.
• 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