Program Assistant

Our US Partner, Splat Lab, is a dynamic and fast-growing youth program provider specializing in engaging After School programs, School Day Workshops, Camps, and special events. They are seeking a highly organized, detail-oriented, and proactive Virtual Assistant to support their Founder, Operations, and Program teams.

This person will play a critical role behind the scenes to keep programs, staff schedules, documentation, administrative systems, and day-to-day operations completely organized and up to date. The ideal candidate genuinely enjoys creating order, managing operational details, following through thoroughly on tasks, and supporting a busy team.

As a Program Assistant, you will be responsible for completing various operational support tasks and playing a key role in the company's daily workflow. The ideal candidate will possess strong digital organizational skills, keen attention to detail, and the ability to effectively collaborate with team members across a remote setup.

The role will report to the Founder / Operations Manager. This is WFH (US Shift) If you have the right skill set, this may be your opportunity to enter this fast-growing organization.

DUTIES AND RESPONSIBILITIES:

• Provide comprehensive administrative and organizational support to the Founder, helping manage high-level administrative systems and special projects.
• Generate and organize vital administrative documents, including Certificates of Insurance (COIs) and formal contracts for schools, partners, and events.

Assist with the HR platform and employee onboarding processes, including entering new staff details, uploading hiring documents, and maintaining accurate employee onboarding records.

Maintain and update the company CRM system, ensuring precise entry of contacts, partner organizations, and relevant relationship metrics.

Support day-to-day administrative logistics for After School programs, School Day Workshops, Camps, and Events, including creating and maintaining accurate calendar invites with relevant resources (glances, one-sheets, guides).

• Manage partner communications by sending structured program reminders (initial reminder 1-2 weeks prior; final reminder 48 hours before programs).
• Track educator schedules, assignments, and substitutions; collect and organize sub plans to ensure seamless coverage and operational alignment.
• Prep and organize the weekly staff email, including collecting, selecting, and organizing program photos from shared educator folders.
• Create simple promotional flyers, informational one-sheets, and basic marketing or communication materials as needed.
• Maintain and update tasks, seasonal boards, and project statuses within Asana, ensuring clear documentation and visibility for the broader team.

QUALIFICATIONS:

• Bachelor's degree in Business Administration, Human Resources, Communications, Education, or any related field.
• 3+ years of experience in administrative, operations, virtual assistance, or executive support roles.
• Prior experience working in education, non-profit, creative agency, or remote youth program environments is highly advantageous.
• High proficiency in Google Workspace (Drive, Docs, Sheets, Slides, Calendar) and robust digital organizational skills.
• Proven experience working with project management platforms like Asana and CRM databases.
• Familiarity with tools such as Airtable, Jotform, Gusto (HR/Payroll), and ActivityHero is a major plus.
• Excellent written and verbal communication skills with a highly professional, thoughtful tone.
• Strong time management and exceptional follow-through, with a proven ability to manage multiple priorities independently in a remote setup.
• Meticulous attention to accuracy, consistency, confidentiality, and data privacy standard operation
• Originally posted on Himalayas