Executive Administrator/Client Success

We are a dynamic educational consulting firm dedicated to guiding students through every stage of the college application process. More than just admissions support, our mission is to grow good humans, empowering students to discover their strengths, navigate their journey with confidence, and find the best-fit path for their future. Our team is made up of passionate, creative, and spirited educators who bring warmth, expertise, and a student-centered approach to everything we do. If you thrive in a collaborative, fast-paced environment and love making a meaningful impact, we’d love to have you join us!

Position Overview

The Executive Assistant & Client Success Manager plays a critical role in ensuring smooth operations and delivering an exceptional experience for clients and students within our education-focused company. This position blends high-level administrative support, client relationship management, and operational oversight to support the success of students, families, and our internal team.

The ideal candidate is highly organized, proactive, and detail-oriented, with experience in education, college consulting, or student support services. They should be comfortable engaging with parents, students (including neurodiverse learners), and team members while efficiently managing multiple projects, workflows, and communications.

This remote position offers a flexible schedule of 15-20 hours per week, requiring regular check-ins and workflow management to ensure the seamless execution of company initiatives.

Key Qualities for Success

1. Strong organizational and project management skills
2. Warm, patient, and client-centered approach
3. Ability to work efficiently in a fast-paced environment
4. Strong interpersonal skills with a natural inclination to support and serve others
5. Commitment to accuracy, productivity, and process optimization
6. Open to feedback and continuously improving
7. Technologically savvy and eager to learn new platforms
8. Growth mindset with a passion for education and student success
9. Curious, non-judgmental approach to problem-solving
10. Comfortable on camera

Primary Responsibilities

Client Success & Relationship Management

1. Manage and respond to daily parent and student communication with warmth and professionalism.
2. Ensure client engagement and student progress by managing Deals in HubSpot.
3. Send new client retainers and manage contract updates.
4. Issue Professional Services Agreements (PSAs) after meetings with Laura.
5. Assist students with college research, extracurricular opportunities, and application recommendations as needed.

Executive Administration & Operations

Calendar & Scheduling Management

1. Manage and coordinate CEO's calendar efficiently to optimize productivity.
2. Schedule and manage team meetings as needed.
3. Assist mentors with calendar management as necessary

CRM & Workflow Management (HubSpot, Google Workspace, Basecamp)

1. Oversee and maintain CRM orderliness, seeking approval for any updates.
2. Manage sales and client pipelines, ensuring timely follow-ups and task execution.
3. Develop automations in HubSpot to enhance team productivity.
4. Track and oversee company goals (Rocks, Traction, team initiatives) with dashboard management.
5. Monitor inbound leads and newsletter subscribers, ensuring smooth communication.
6. Send out monthly newsletters and other communications.
7. Manage Dashlane password dashboard

Billing & Financial Oversight

1. Oversee Harvest billing processes and approve weekly timesheets.
2. Co-approve Mentor(s) Payroll to ensure accuracy weekly.
3. Monitor and report on weekly cash flow.
4. Manage and track Prompt budget allocation for student resources.
5. Manage billing for all Add-On Emerging services

Marketing & Podcast Support

1. Oversee administrative marketing efforts, including blog and social media approvals.
2. Manage Growing Good Humans Podcast logistics, including:
3. Guest onboarding via Circle.
4. Guest correspondence & pre-event preparation.
5. Promotional efforts across Circle, Emerging website, Captivate, YouTube, etc.
6. Assist in community engagement on Circle, posting updates and responding to comments.
7. Create landing pages and manage SEO compliance & tracking for marketing initiatives.
8. Create and fine-tune PowerPoints for events.

Project Oversight & Virtual Team Management

1. Oversee the Virtual Admin team’s work in marketing and operations.
2. Track and assess Key Performance Indicators (KPIs) for internal team efficiency.
3. Ensure Laura’s certifications and professional requirements remain up to date.
4. Maintain and oversee the Emerging calendar to ensure team-wide alignment.

Required Skills & Technical Proficiency

The ideal candidate should have strong knowledge or willingness to learn the following platforms:

1. Google Workspace (Gmail, Drive, Calendar)
2. HubSpot (CRM, pipeline management, automation)
3. Basecamp (Project & task management)
4. Guided Path / Maia Learning (College application tools)
5. Harvest (Time tracking & billing)
6. Rippling (Payroll & HR management)
7. Asana (Task & workflow management)
8. Captivate, YouTube, WordPress (Podcast & content management)
9. Grammarly, ChatGPT (Content review & AI-assisted tools)
10. Adobe (Basic document formatting & creative tasks)
11. Spreadsheet & Document Management (Google Sheets, Word, Excel)