Tokyo Academics is the passion project of a constellation of teachers, researchers, and academics from around the world. Since 2012, we’ve evolved from a few university friends to a growing number of part-time and full-time individuals located in Tokyo, as well as working remotely. We are an organization of experts deeply passionate about helping students meet their potential and capture the opportunities of the future.
We are currently looking for a Training Virtual Assistant who will be our supportive force that will empower and drive the Academics division. The ideal candidate for the job must be a self-starter, a strongly motivated individual in a fast-paced environment, a highly detail-oriented and organized person, and must have a background or understanding in Training and Development. This person will play an important role in making sure that the Academics division successfully trains all newly hired tutors, as well as identify training needs of current tutors who are capable of supporting our clients’ requests for different subjects. He/She will have previous experience working as a Virtual Assistant / Trainer at an international company and is comfortable in performing administrative duties and providing support to management and staff from different time zones. Our ideal candidate will be working remotely, and is expected to be highly independent as the Academics division will rely on your flexibility and foresight in making sure that the division delivers and addresses the needs of our clients for highly competent and effective tutors.
This is an exciting opportunity to join a fast-paced startup of 160+ team members around the world. You will play a significant role in helping the organization continue to grow by ensuring newly hired tutors and current tutors alike are well trained to provide quality service to our clients.
Objectives of the role
Primarily responsible for managing and coordinating training plans for tutors and new non-teaching staff in the Academics division
Working closely with the Academic Director to manage and assess the pipeline of tutors whilst reviewing QA’s on a weekly basis
Communicating constantly with the Client Services team and analyzing reports of teaching hours, teaching availability, and teaching capabilities to understand the business’ current demand vs. supply of tutors for different clients
Generating weekly reports for the Academics division’s key performance indicators, demand vs. supply, cost tracking, etc.
What you will work on
Communicate with the Client Services team to determine which tutors need to train for what subjects, and what subjects are needed to fill in the requests of the clients
Identify, qualify, and assess tutors to line up for training based on their teaching capabilities, make training plans and coordinate training schedules to train up tutors
Provide training support to tutors by sharing relevant training materials, sample lessons, and training videos according to the subject they are training for
Track training progress by constantly communicating with trainers to determine who are signed off to teach after training, updating trackers, and updating the Client Services team of the new supply of tutors who can teach
Track training hours spent by the tutors in training up for new subject capabilities. Ensure that tutors do not go over the given budget of training hours.
Update weekly trackers to report Academics key performance indicators, teaching availability, teaching capability, training costs, etc., and presenting the report to the Academic Director
Work with the Quality Review team to identify any gaps or needs for training to improve the quality of lessons that are delivered by our tutors
Monitor the progress of teaching quality of our new tutors for up to three months by checking their lesson review scores
Maintain open communication with tutors who are interested in training up for additional subject capabilities, then decide on making training plans for the tutors
Manage calendars and appointments for training
Answer questions from internal staff on Academics’ training process
Who you are
Must have previous experience as a Personal / Executive / Virtual Assistant at an international company
Must be comfortable working remotely and supporting staff from different me zones
Must have previous experience and/or understands the process of Training new hires and current employees
Fluent English communication skills (reading/ writing / speaking)
Excellent time management, organizational, and multitasking, and decision-making skills
Excellent interpersonal skills to communicate, interact, and work with different levels of management and individuals
Highly detail-oriented person who can generate reports for management meetings
Highly resourceful and self-independent individual who can work with minimal supervision
Proficient in Google Suite, Microsoft Office, Skype, Slack, and other project management tools like Trello
Experience in developing or improving internal processes is an advantage
Experience as a Trainer or Training Coordinator at an international company is an advantage
Competitive compensation package
Bonuses based on company growth and performance
24 days of paid time off per year (inclusive of public holidays)
Join a growing bootstrapped company with a lot of potential for career progression
Autonomy to implement ideas and have a significant impact
40hrs/week, flexible schedule
Working remotely, but must be available for meetings during business hours (10am-7pm Japan Standard Time)