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Virtual Assistant Job Description

Academic Explorers is a growing child care company with three locations in Nassau County. As a team, we commit to put the C.H.I.L.D. F.I.R.S.T. as we work diligently to implement best practices within our centers. We are seeking a Virtual Assistant to support our management team in the day-to-day operations.

Position Summary

The Virtual Assistant is a key member of our administrative team that works to support the mission and values of Academic Explorers. The Virtual Assistant is responsible for ensuring our centers are operating smoothly according to our program calendars. The Virtual Assistant may be the first point of contact for many families and prospective staff members. The Virtual Assistant reports to the Owners and works in collaboration with all center administrators and Academic Explorers Management, Inc. team members.


This is a hybrid position that allows work from home most of the time. There may be in-person meetings as frequently as once per week or more if needed. The Virtual Assistant must be available to attend these occasional in-person meetings.


Responsibilities and Duties

  • Answer phone calls, texts, and emails to provide customer service as first point of contact

  • Return phone calls as assigned by administrators and from voicemail system

  • Send and receive email communications

  • Manage contact lists

  • Data entry into our Client Relation Manager (CRM) and workflow systems

  • Follow all communication procedures, policies, and guidelines during all work-related interactions

  • Redirect families and staff to applicable administrator when appropriate

  • Handle complaints respectfully and professionally

  • Prepare spreadsheets and records as assigned

  • Organize calendar of events and notify administrators of required tasks to perform

  • Schedule meetings, appointments, and events as assigned

  • Coordinate appropriate field trips and transportation in alignment with given budgets

  • Follow up with families to complete registration forms

  • Follow up with service providers and external agencies as assigned

  • Accurately review and maintain child files as assigned

  • Maintain child waitlist and enrollment tracker

  • Attend occasional meetings and events outside of regular work hours

  • Participate in scheduled meetings and trainings in-person and virtually

  • Record detailed notes during meetings

  • Read, understand, and comply with Academic Explorers policies and procedures

  • Read, understand, and communicate Academic Explorers Parent Handbook policies with families

  • Read, understand, and comply with the New York State Office of Children and Family Services (OCFS) Child Day Care Center regulations (Part 418-1) and Child Day Care Definitions, Enforcement and Hearings (Part 413)



  • High School Diploma or equivalent field required

  • Associate’s degree or higher preferred

  • Minimum one year of child care experience preferred

  • Minimum one year of administrative work preferred

  • Demonstrate interest in working with young children, parents, and with a team of educators

  • Must be knowledgeable of how to use Apple devices (Macbook, iPhone) and applications

  • Must have effective, appropriate, and strong communication skills (orally and written)

  • Must be able to speak, read, and write fluently in English, bilingual (Spanish) is preferred


Academic Explorers is committed to creating a diverse work environment and proud to be an Equal Opportunity Employer.


Pay Rate: $15.00 - $17.00 per hour

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