Administrative Assistant

Slash Staffing•New York, NY

3d•Remote

About The Position

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. ZTAK School Solutions works with private schools to help them identify and secure grant funding, including security grants. With a growing client base and increasing administrative demands, this position will play an important role in keeping communications, scheduling, follow-ups, databases, and meeting preparation organized and moving forward. This is a part-time position with a minimum commitment of 20 hours per week, with the potential to expand into a full-time position as the business continues to grow. The ideal candidate is someone who is proactive and organized, can work independently, communicates professionally, and is comfortable taking ownership of administrative responsibilities without requiring constant supervision.

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.

Nice To Haves

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.

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.