Organization: The Wright Community School (WCS)
Reports to: CEO/Executive Director
Location: Remote, with occasional on-site support as needed (Metro Atlanta)
Schedule: Full-time (some evening meetings for Board/committee sessions)
Start Date: TBD
Compensation: $3,495/month retainer(1099).
The Operational Assistant (Virtual Assistant) is a highly organized, tech‑savvy teammate who keeps WCS running smoothly behind the scenes. You’ll own inbox management, scheduling, board logistics, compliance tracking, document organization, stakeholder communications, light outreach to potential partners, and basic research—freeing the CEO and leadership team to focus on strategy and execution.
- Monitor all WCS admin inboxes; check, label, and organize email using consistent naming conventions and rules.
- Triage twice daily; ensure <24-hour response on external inquiries.
- Create and maintain a “CEO‑Follow‑Up” folder; route items requiring CEO action with summaries and due dates.
- Identify key deadlines in emails and log them to the tracker (with owner, due date, status).
- Maintain an email log for high-value threads and decisions.
- Achieve Inbox Zero every Friday.
- Organize the CEO calendar, resolve conflicts, and protect focus blocks.
- Schedule interview screenings and follow-up meetings with stakeholders.
- Send calendar invites within 4 business hours of request, including agenda, goals, materials, and links.
- Set and confirm initial meetings aligned with CEO availability via holds/proposed times.
- Attend Board meetings and take detailed notes (decisions, motions, votes, action items, owners, due dates).
- Construct Board packets and agendas; distribute 48–72 hours before meetings.
- Oversee logistics (Zoom links/room bookings, RSVP, quorum checks, public notices).
- Clean up minutes post‑meeting and archive final versions.
- Track Board member compliance (training, disclosures, terms, attendance) and maintain a compliance dashboard.
- Track SCSC and GaDOE deadlines (submissions, reports, hearings).
- Maintain a master deadline calendar + tracker; send reminders and escalate risk early.
- Zero missed deadlines for grants, POs, hearings, or required filings.
- Save and organize all emailed documents into Google Drive using a standard folder architecture.
- Organize drive folders and files; categorize, label, and apply naming conventions & version control.
- Maintain meeting notes repository; tag notes by date, team, and topic for easy retrieval.
- Prepare agendas, run‑of‑show, attendee lists, and pre‑reads.
- Organize meeting notes in shared templates; capture action items with owners and due dates.
- Send concise post‑meeting summaries within 24 hours; track follow‑ups to completion.
- Answer routed calls and take accurate messages for CEO; route to the right owner with needed context.
- Provide brief summaries for the stakeholders newsletter (collect highlights, wins, events).
- Organize and log receipts, contracts, and invoices; ensure proper file naming and storage.
- Track PO status and coordinate signature/approvals; escalate blockers.
- Assist with vendor onboarding and compliance; support document collection and checklists.
- Assist with new‑hire onboarding and compliance; ensure completion of forms and trainings; maintain checklists.
- Construct the weekly newsletter (draft content, gather photos/links, proofread, route for approval, send).
- Maintain templates for board packets, agendas, minutes, newsletter, and meeting notes.
- Draft and send introduction emails to potential partners on behalf of the CEO; personalize with value propositions and clear calls to action.
- Maintain an outreach tracker (contact, org, segment, last touch, next step, outcome).
- Coordinate follow‑ups (3/7/14‑day cadence) and schedule discovery calls as needed.
- Conduct basic research on prospective partners, funders, vendors, and community organizations; compile one‑page briefs with mission fit, programs, recent news, key contacts, and alignment to WCS priorities.
- Perform additional responsibilities as assigned by the CEO to support evolving school needs (Items to be determined).
- Email Triage – Twice daily; external replies within 24 hours
- Calendar Invites – Sent within 4 business hours of request
- Board Materials – Packets/agendas delivered 48–72 hours pre-meeting
- Compliance Deadlines – Zero missed for grants, POs, hearings, SCSC, GaDOE
- Inbox Health – Inbox Zero by Friday (weekly)
- Document Filing – 100% of emailed docs filed to Drive within 24 hours
- Meeting Follow-Ups – Notes & action items sent within 24 hours
- Outreach – Intro emails sent/logged within 2 business days of request; follow-ups on 3/7/14-day cadence
- Research – One-page brief within 48 hours (unless otherwise scoped); include sources & key takeaways
- 2+ years in administrative, virtual assistant, operations, or project coordination roles.
- Expert email and calendar management for senior leaders.
- Proven experience creating agendas, packets, and taking professional meeting minutes.
- Strong Google Workspace skills and file organization discipline.
- Excellent writing, proofreading, and document formatting.
- Discretion with confidential information; strong follow‑through and reliability.
- Ability to work some evenings for Board/committee meetings.
- Experience in K–12, charter schools, or nonprofits.
- Familiarity with SCSC/GaDOE compliance cycles.
- Basic understanding of procurement (POs, invoices) and HR onboarding workflows.
- Light outreach experience and basic research competency (briefs, summaries).
- Light design/formatting experience for newsletters and packets.
- Organization & Systems Thinking: Builds repeatable processes, templates, and checklists.
- Anticipation & Prioritization: Spots deadlines and dependencies early; protects leader time.
- Clear Communication: Summarizes crisply; documents decisions and action items.
- Ownership & Urgency: Hits service levels; escalates risks; closes loops.
- Detail Orientation: Accurate minutes; consistent naming/version control.
- Confidentiality & Professionalism: Handles sensitive data and Board materials appropriately.
