Administrative Assistant to the Executive Director

Location: Remote
Hours: Full Time

About Colearn Academy

Colearn Academy is a virtual charter school that partners with families to personalize learning. We believe parents are the primary educators and work closely with them to create unique, engaging learning experiences for every student. Our model blends flexibility, academic support, and a strong sense of community through live lessons, small-group instruction, and individualized intervention.

Position Overview

Colearn Academy is seeking a highly organized, proactive, and tech-savvy Administrative Assistant to support the Executive Director in the daily operations of our growing virtual charter school. This role is ideal for someone who thrives behind the scenes, loves systems and organization, and enjoys helping a mission-driven team run smoothly.

The Administrative Assistant will play a critical role in supporting operations, compliance, parent communication, and project tracking across multiple departments and states. This position requires strong computer skills, attention to detail, and the ability to manage many moving pieces in a remote environment.

Responsibilities

• Provide direct administrative support to the Executive Director across school operations, compliance, and special projects
• Follow up with parents regarding forms, documentation, enrollment items, and deadlines
• Support compliance tracking (state reporting, audits, documentation, timelines, etc.)
• Maintain and update spreadsheets and trackers for students, staff, projects, and reporting
• Assist with financial processes including invoice tracking, reimbursements, purchase documentation, and budget monitoring
• Work with financial software and systems (QuickBooks, accounting platforms, reimbursement systems, payroll or similar tools)
• Assist with scheduling meetings, preparing documents, and organizing digital files
• Track tasks, deadlines, and follow-ups across multiple initiatives and teams
• Communicate professionally and clearly with parents, staff, and external partners

Qualifications

• Strong computer and technology skills
• Excellent spreadsheet skills (tracking, organizing, sorting, formulas a plus)
• Comfort using financial software (accounting systems, reimbursement tools, or similar)
• Highly organized with strong attention to detail
• Strong written communication skills and professional email etiquette
• Ability to work independently, manage time effectively, and prioritize tasks remotely
• Comfortable handling sensitive information with confidentiality
• Experience in administrative support, operations, or virtual work environments preferred
• Education, nonprofit, or school experience is a plus (but not required)

What We’re Looking For

• Someone who enjoys managing details, numbers, and systems
• A self-starter who sees what needs to be done and follows through
• A calm, dependable presence who can manage multiple deadlines and shifting priorities
• A person who loves checklists, trackers, and clean spreadsheets
• Someone aligned with Colearn’s family-centered, mission-driven approach to education

If interested, please send your resume to arobinson@colearn-academy.com