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 looking for a Virtual Assistant to help out in our daily business operations by performing various administrative tasks including answering emails, scheduling meetings, organizing business-related processes and files, and preparing weekly reports for the management team. Our ideal candidate will be working remotely, and is expected to be highly independent and detail-oriented as our Admissions Consulting management will rely on your administrative and operational abilities to improve workflow.
This is an exciting opportunity to join a fast-paced startup of 130+ team members around the world. You will play a significant role in helping the organization continue to grow by improving our business’ operational efficiencies.
Make sure to take a look at the Careers page on our website for additional available positions!
Objectives of the role:
Primarily responsible for providing assistance to the Admissions Consulting division with regards to administrative, operational, research, reporting, and other tasks.
Optimizing efficiency across the organization
Improving organization and visibility of company performance metrics
Improve quality and training across service divisions
What you will work on
Administrative and operations
Coordinate meetings and manage schedules
Check and send client emails
Regularly maintain client database
Assist management in streamlining interdivisional processes
Prepare and execute events for College and Admissions consulting team and work with marketing/events team
Draft event marking emails, website blurbs, and newsletter blurbs
Ensure marketing emails before and after events are completed and sent, update client database with thorough accuracy
Conduct check-in meetings with 5-10 college and admissions consultants to ensure they are meeting the items in a checklist for student clients
Regularly check to make sure consultants have all their lessons scheduled with students and updating client database in case changes occur
Perform research on market trends and competitor analysis
Research and collect information on college lists (including calling/emailing colleges to ask questions) to put into an excel document
Research/call online schooling programs and collect information for an excel document and/or database
Assist in the consolidation and analysis of performance metrics
Monitor quality across the all service divisions
Track performance metrics across all divisions
Support the monitoring of monthly student diagnostic and sign-ups for the division
Our ideal candidate
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, resourceful and self-independent individual who can work with minimal supervision
Must be comfortable working remotely and supporting staff from different time zones
Highly proficient in Google Suite, Microsoft Office, Skype, Slack, and other project management tools like Trello, Asana, etc.
Experience as a Virtual Assistant for business operations at an international company is an advantage
Experience as a Personal / Executive / Virtual Assistant for a company executive is an advantage
Performance-based bonus on a 6-month cycle
Opportunities to upskill and take online courses to develop oneself
20 days of flexible paid time off
Join a rapidly growing company with opportunity for career progression
40hrs/week, flexible schedule
Working remotely, but must be available for meetings during business hours (10am-7pm Japan Standard Time)