Job Description
The Virtual Assistant provides high-quality, remote administrative support across key functional areas of Mancel College and affiliated programs. This includes calendar and travel coordination, customer service, CRM updates, finance support, HR assistance, and specialist logistics. A core part of the role involves managing inbound phone calls, answering promptly, directing enquiries, taking accurate messages and providing a warm and professional experience for every caller.
This role plays a vital part in ensuring streamlined operations, timely communications, accurate recordkeeping, and professional support for internal teams and external stakeholders. The assistant must work autonomously, maintain confidentiality, and prioritise tasks effectively across diverse functions.
Job Title
-
General Virtual Admin Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Minimum 2 years’ experience in a virtual assistant or administrative support role.
- Experience with CRM platforms, Microsoft 365, and cloud-based document systems.
- Experience supporting finance, HR, or school-based operations is highly desirable.
- Relevant administrative or business qualifications (Certificate or Diploma preferred).
- Excellent written and spoken English communication.
- High-level organisation and task management.
- Confident in using digital systems (e.g. SharePoint, CRM, Docusign, MS Teams, Excel).
- Skilled in multi-inbox email management and call handling.
Job Responsibilities
- Coordinate Calendar and Travel Requirements:
• Manage meeting scheduling, travel bookings, accommodation, and logistics for managers and team members.
• Maintain accurate calendars with linked maps, blocked travel time, and accommodation/flight info.
• Set calendar reminders for key dates (e.g. staff birthdays) as requested. - Manage Communications and Customer Enquiries:
• Monitor and respond to emails, voicemail, and social media inboxes across multiple platforms.
• Answer and place phone calls to clients, leads, and contacts (when trained).
• Acknowledge reviews and support social media community engagement. - Support Finance, Invoicing, and Receipting:
• Reconcile credit card and VASCO card transactions with receipts.
• Issue invoices and receipts for Bright Door and chase overdue payments.
• Track client payment timelines and escalate
issues if required. - Support Recruitment and Human Resources Tasks:
• Draft contracts, variations, and letters using templates.
• Upload and audit HR compliance documents and registrations.
• Assist with applicant screening, interview scheduling, reference checks, and onboarding coordination. - Provide Administrative Support Across Teams:
• Prepare agendas, take meeting minutes, and finalise documentation as needed.
• File, organise, and maintain SharePoint and digital folders following guidance.
• Assist with parent communications and content preparation. - Maintain CRM and Database Records:
• Update CRM entries after meetings and clean data (e.g. mobile formatting).
• Track new leads and send weekly summary reports.
• Enter, verify, and maintain client and student data per procedure. - Coordinate School Support Services (SSS) Logistics:
• Coordinate timetables, documentation, and visit preparation.
• Manage general enquiries about eligibility, services,
and resources.
• Maintain compliance checklists and proof documents are in place before visits. - Assist with Reporting, Events and Data Preparation:
• Collate, format, and summarise data for funder and organisational reporting.
• Support webinar setup, follow-up communications, and document version control.
• Maintain client forms, waitlists, report templates, and
digital folders.
Good luck and God Bless!