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