Administrative Assistant

Job Description
Administrative Assistant
ZTAK School Solutions
Position Overview

ZTAK School Solutions is seeking a highly organized, proactive, and dependable Administrative Assistant to provide direct support to the company's owner and help manage the day-to-day administrative demands of a growing consulting business.

ZTAK School Solutions works with private schools to help them identify and secure grant funding, including security grants. With a growing client base and increasing administrative demands, this position will play an important role in keeping communications, scheduling, follow-ups, databases, and meeting preparation organized and moving forward.

This is a part-time position with a minimum commitment of 20 hours per week , with the potential to expand into a full-time position as the business continues to grow.

The ideal candidate is someone who is proactive and organized, can work independently, communicates professionally, and is comfortable taking ownership of administrative responsibilities without requiring constant supervision.

Key Responsibilities

• Manage day-to-day administrative tasks and provide direct support to the business owner.
• Monitor and respond to routine email communications as directed.
• Manage client and prospect follow-ups to ensure important conversations and action items do not fall through the cracks.
• Schedule, coordinate, and confirm appointments and meetings.
• Maintain accurate and organized client and prospect information.
• Manage and update a comprehensive spreadsheet/database of prospective school clients.
• Research prospective schools and assist with maintaining accurate contact information.
• Prepare information, documents, notes, and other materials needed for upcoming meetings.
• Assist with meeting preparation and ensure relevant information is organized in advance.
• Conduct outbound email outreach to prospective schools when requested.
• Assist with basic phone follow-ups and communication as needed.
• Track outstanding tasks, follow-ups, appointments, and other administrative priorities.
• Provide general clerical and administrative support as new needs arise.
• Help identify opportunities to improve organization and administrative efficiency.
• Communicate proactively with the business owner regarding priorities, completed tasks, and items requiring attention.

Required Qualifications

• Previous experience in an administrative assistant, virtual assistant, office administration, customer service, or similar support role.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail.
• Comfortable managing email correspondence and follow-ups.
• Experience scheduling appointments and managing calendars.
• Strong spreadsheet and database management skills.
• Ability to maintain accurate records and keep information organized.
• Ability to manage multiple priorities simultaneously.
• Comfortable conducting research and locating information online.
• Ability to work independently with minimal supervision.
• Reliable, responsive, and consistent with follow-through.
• Professional communication skills when interacting with clients and prospective clients.

Preferred Qualifications

• Experience supporting an entrepreneur, business owner, consultant, or executive.
• Experience working with private schools, education organizations, nonprofits, or grant-related businesses.
• Experience with prospect or lead databases.
• Experience conducting outbound email outreach.
• Familiarity with CRM platforms or other client-management systems.
• Strong proficiency with Microsoft Excel, Google Sheets, or similar spreadsheet tools.
• Experience preparing meeting agendas, documents, presentations, or supporting materials.
• Experience working remotely with US-based businesses.
• Ability to work during afternoon hours aligned with Eastern Time .

Core Skills
Organization & Time Management

The ability to keep multiple clients, prospects, appointments, follow-ups, and administrative responsibilities organized without allowing important tasks to slip through the cracks.

Communication

Strong professional communication skills, particularly through email and phone, with the ability to communicate clearly and appropriately with clients, prospects, and business contacts.

Follow-Through

A strong sense of ownership over assigned tasks. Once something is assigned, the ideal candidate follows it through to completion rather than waiting to be reminded.

Database Management

Ability to maintain large spreadsheets and databases accurately, keeping contact information, notes, follow-up dates, and other relevant information current.

Proactivity

The ability to recognize what needs to be done and take action without requiring step-by-step instructions for every task.

Research

Comfortable researching organizations, contacts, and information online and compiling useful information for the business owner.

Adaptability

ZTAK School Solutions is a growing business, so responsibilities may evolve. The ideal candidate should be comfortable taking on new administrative responsibilities as business needs change.

Administrative & Prospecting Support

While the primary focus of this position is administrative support, the role may also include limited business development assistance.

This may include:

• Researching prospective private schools.
• Identifying relevant contacts.
• Maintaining prospect information.
• Preparing outreach lists.
• Sending cold outreach emails.
• Tracking outreach and responses.
• Scheduling meetings resulting from outreach.
• Conducting basic follow-up with prospects.

The position is not primarily a sales role . Prospecting responsibilities are intended to supplement the administrative function and provide additional support to the business as needed.

Schedule & Position Structure

• Part-Time: Minimum 20 hours per week.
• Potential to transition to full-time as business needs and workload increase.
• Remote position.
• Afternoon availability aligned with Eastern Time is preferred.
• Schedule and responsibilities may evolve as the company grows.

Ideal Candidate

The ideal candidate is a highly dependable right hand who can help the business owner stay organized and focused on higher-value responsibilities.

This person should be comfortable managing the details behind the scenes: keeping the calendar organized, responding to emails, maintaining databases, completing follow-ups, preparing meetings, researching prospects, and handling the administrative tasks that keep the business operating smoothly.

The right candidate does not need to be told what to do at every step. They should be able to look at their responsibilities, identify priorities, and take initiative to keep things moving.

Success in This Role

Success will be measured by the candidate's ability to consistently:

1. Keep emails and communications organized and up to date.
2. Ensure client and prospect follow-ups happen on time.
3. Maintain accurate and organized databases and spreadsheets.