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Story Time Chess is looking for a highly organized and detail-oriented Virtual Assistant (Clubs Specialist) to support its remote team with administrative, customer service, sales follow-up, and operational activities.
The role focuses on ensuring smooth backend operations for chess clubs by managing family communications, scheduling support, records, and daily administrative tasks. The ideal candidate should have excellent communication skills and the ability to work independently in a remote environment.
This full-time remote position requires working Monday to Friday during US Eastern Time hours and provides an opportunity to contribute to early childhood education through an innovative learning program.
Key Responsibilities:
• Manage and respond to club email inquiries from families regarding schedules, policies, enrollments, and camps.
• Send reminders, confirmations, and follow-up communications to customers.
• Maintain organized records of family communications and interactions.
• Follow up with interested families regarding trial programs and enrollment processes.
• Support trial bookings, class adjustments, cancellations, and makeup requests.
• Update scheduling and customer account systems as required.
• Prepare and maintain accurate club rosters, attendance records, and class lists.
• Track attendance and resolve record discrepancies.
• Support onsite staff by ensuring required information and materials are available.
• Maintain digital inventory and supply records.
• Coordinate with teams regarding supply requirements, repairs, and replacements.
• Work with various systems including CRM tools, scheduling platforms, Monday.com, and email systems.
Requirements:
• Highly organized and detail-oriented approach.
• Excellent written English communication skills.
• Professional and customer-focused communication style.
• Comfortable communicating with parents and families through email.
• Ability to quickly learn and manage multiple software systems.
• Strong follow-through skills with the ability to handle multiple tasks.
• Self-motivated and capable of working independently in a remote setting.
• Good judgment in prioritizing tasks and escalating issues.
• Availability to work consistently during US Eastern Time hours.
• Knowledge of:
• Customer service operations
• Administrative support
• Scheduling systems
• CRM platforms
• Remote work processes
Benefits:
• Competitive hourly compensation.
• Flexible remote work environment.
• Medical insurance.
• Vision insurance.
• Dental insurance.
• 401(k) retirement plan.
• Opportunity to contribute to early childhood education.
• Supportive team environment with growth opportunities.
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