Executive Assistant and Operations Coordinator
Position Overview
Miss Bianca’s Tutoring is seeking a highly organised, proactive and trustworthy Executive Assistant and Operations Coordinator to support the Founder and Director across business operations, administration, academic commitments and selected personal responsibilities.
This is a varied, hands-on role suited to someone who enjoys organisation, problem-solving, communication and improving systems. The successful applicant will act as a key support person to the Director, helping manage competing priorities, coordinate day-to-day operations and ensure important tasks are completed accurately and on time.
The role combines executive assistance, tutoring-centre administration, project coordination, customer service, content creation and personal assistance. Over time, the successful applicant will be expected to develop a strong understanding of the business and take ownership of routine tasks, allowing the Director to focus on business growth, educational leadership and strategic priorities.
Key Responsibilities
Executive Assistance
- Manage the Director’s business calendar, meetings, appointments and competing priorities.
- Schedule and coordinate internal meetings, external appointments and business commitments.
- Monitor deadlines, reminders, follow-up tasks and outstanding action items.
- Manage emails and correspondence, including drafting, proofreading, organising and responding to routine enquiries.
- Identify urgent or important matters and escalate them to the Director when required.
- Prepare reports, presentations, spreadsheets, meeting notes and other business documents.
- Assist with project management, including tracking deadlines, responsibilities and progress.
- Follow up staff members, families, service providers and external contacts regarding outstanding tasks.
- Liaise between the Director, staff members, families, contractors and external organisations.
- Coordinate business travel, accommodation, transport, registrations and itineraries.
- Maintain organised digital records, databases, spreadsheets and administrative systems.
- Support the Director with planning, organisation and implementation of business priorities.
Tutoring Centre Operations and Administration
- Manage routine enrolment enquiries and provide information to prospective and existing families.
- Assist families with enrolments, scheduling, account updates and general enquiries.
- Coordinate tutor availability, student scheduling, substitute tutors, rescheduled lessons and make-up sessions.
- Update and maintain information within business systems.
- Monitor staff completion of session notes, progress reports, forms, training and required documentation.
- Follow up incomplete administrative tasks with tutors and staff members.
- Assist with preparing and distributing staff updates, reminders and operational communications.
- Maintain student, family and staff records accurately and confidentially.
- Assist with invoicing administration, payment enquiries and account follow-ups.
- Monitor upcoming tutoring sessions, staffing requirements and scheduling conflicts.
- Support the onboarding and induction of new employees.
- Assist with preparing staff resources, training materials, policies and standard operating procedures.
- Maintain organised staff and student documentation.
- Help ensure tutoring-centre policies, procedures and service standards are followed consistently.
- Provide basic customer service and support to families, students and staff.
- Respond professionally and empathetically to routine concerns, referring complex matters to the Director.
- Assist with the organisation of workshops, meetings, training sessions, events and business initiatives.
- Help improve administrative systems so the business can operate efficiently without relying on the Director for every routine decision.
Personal Assistance
- Assist with organising the Director’s personal calendar, appointments and commitments.
- Schedule personal appointments and coordinate selected errands.
- Assist with personal travel arrangements, accommodation, transport and logistics.
Communications and Correspondence
- Draft and edit professional emails, letters, staff communications, family updates and internal documents.
- Proofread written materials for grammar, spelling, tone, accuracy and consistency.
- Prepare templates for frequently used communications.
- Assist with email inbox organisation and correspondence management.
- Draft responses to routine family, staff and external enquiries.
- Create and schedule email newsletters and business updates.
- Ensure communications reflect the professional, warm and personalised approach of Miss Bianca’s Tutoring.
- Maintain confidentiality when handling sensitive staff, family, student, academic or personal information.
Content, Marketing and Digital Support
- Write, edit and update content for the Miss Bianca’s Tutoring website.
- Assist with website maintenance and general content updates.
- Update online training platforms, staff resources and digital learning materials.
- Draft content for blogs, newsletters, social media and promotional campaigns.
- Create and schedule social media content.
- Create professional graphics and visual resources using Canva.
- Assist with the creation of flyers, advertisements, certificates, staff resources and family information materials.
- Ensure branding remains consistent across digital and printed content.
- Maintain organised folders of marketing resources, templates, photographs and business documents.
- Assist with promoting enrolment opportunities, new services, staff achievements and business initiatives.
- Monitor routine website and social media information to ensure details remain current and accurate.
Data, Systems and Documentation
- Create and maintain spreadsheets, databases, trackers and administrative records.
- Enter and update information accurately across business systems.
- Assist with developing forms, checklists, templates and reporting systems.
- Maintain organised digital filing systems and document naming conventions.
- Support the development and implementation of standard operating procedures.
- Review recurring administrative processes and identify opportunities for improvement.
- Help automate or streamline routine tasks where appropriate.
- Maintain accurate records of completed actions, communications and follow-ups.
- Assist with collecting and organising information for business reporting and decision-making.
General Administrative Support
- Prepare agendas, take notes and record action items during meetings where required.
- Organise files, documents, resources and administrative materials.
- Complete data entry and routine record-keeping.
- Make phone calls and follow up external organisations or service providers.
- Assist with ordering business supplies and monitoring stock levels.
- Coordinate printing, document preparation and resource organisation.
- Research products, services, suppliers or business solutions when requested.
- Support special projects and business improvement initiatives.
- Perform other reasonable administrative, operational and personal-assistance duties as required.
Confidentiality
This position will involve access to sensitive business, staff, student, family, academic and personal information. The successful applicant must maintain strict confidentiality during and after their employment and follow all relevant privacy, child-safety and information-management requirements.
Role Development
This role has the potential to develop as Miss Bianca’s Tutoring continues to grow. Depending on the employee’s strengths, performance and interests, future responsibilities may include:
- increased responsibility for daily tutoring-centre operations
- supervision or coordination of administrative staff
- management of enrolment and customer-service processes
- oversight of staff compliance and training administration
- coordination of business projects and new services
- responsibility for marketing and communications
- development into an Operations Manager, Business Manager or Executive Operations role
Pay: From $28.00 per hour
Benefits:
- Employee mentoring program
- Free drinks
- Professional development assistance
Work Authorisation:
Work Location: In person
