Student Success & Admin Coordinator

We are looking for a highly organized and service-driven Virtual Assistant to support the client with student communication, hiring operations, scheduling, and session recap workflows. This role will help protect the client’s focus time by managing inbound messages, coordinating Calendly-based scheduling, keeping Asana updated, following up on missing materials, and making sure students feel supported throughout the process.

Key Responsibilities

Inbox and Message Triage

Monitor Circle DMs, student texts, and inbound requests daily.

Review and categorize messages based on urgency, including same-day requests, standard follow-ups, and non-urgent items.

Draft warm, clear, and proactive responses for client’s approval when needed.

Acknowledge student messages quickly, especially when a request will take time to resolve.

Identify when a student needs a 1:1 session and send the correct Calendly booking link.

Calendly Scheduling Coordination

Route students to the correct Calendly link based on the type of session needed.

Confirm time zone clarity when scheduling calls.

Set clear expectations on what students need to submit before their session.

Follow up right away when required materials are missing.

Reschedule sessions when needed to protect client’s time from unprepared calls.

Ensure Calendly reminders and follow-ups are properly managed.

Hiring and Candidate Support

Review candidate submissions before they are sent to the client.

Confirm that resumes, interview recordings, assessments, and other required candidate materials are complete and accessible.

Follow up with students when candidate materials are missing.

Maintain a clean tracker in Asana or the assigned system.

Coordinate second interviews once candidates are approved to move forward.

Candidate Connect and Asana Pipeline Management

Manage the Candidate Connect pipeline in Asana from discovery call through hire.

Move student cards forward as each stage is completed.

Monitor Asana notifications and emails daily.

Flag stalled cards or delays that need client’s attention.

Track signed agreements, intake forms, finalist submissions, second interviews, candidate selections, and hires.

Coordinate second interviews by matching the student’s calendar with client’s availability.

Update the Asana board so it reflects the current status of each student.

1:1 Session Recap Support

Pull transcripts from Fathom, Zoom, or the assigned recording tool.

Draft structured recaps after 1:1 sessions.

Send recaps for review and approval.

Post approved recaps in Circle on client’s behalf.

Ensure recaps include discussion points, key decisions, next steps, accountability items, and deadlines.

Complete recap drafts within 24 hours of each session whenever possible.

Quality Control and Process Support

Proofread and polish messages, updates, and recaps before sending.

Maintain a professional, warm, and clear communication style.

Create and update reusable templates for missing item follow-ups, scheduling instructions, confirmation messages, and recap formats.

Send a short daily priority summary with the most important updates and action items.