Job Description
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Title: CPT-11642 Administrative & Student Accounts Virtual Assistant
Independent Contractor – CPT-11642 Administrative & Student Accounts Virtual Assistant/Business Support VA/Entry-Senior Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
An established California-based music and arts school owner is seeking a detail-oriented Business Support VA to manage student invoicing, financial-management-service coordination, account credits, spreadsheets, and recurring administrative tasks. The VA will serve in an executive function under the client.
The school works with multiple financial management services that administer government-funded programs for individuals with special needs, each with its own invoicing and documentation requirements.
The ideal candidate will bring strong spreadsheet skills, excellent attention to detail, and the ability to follow established administrative workflows accurately. This is primarily an administrative position, not a bookkeeping or accounting role.
Light social media marketing will also be included as a secondary responsibility to help utilize downtime between invoicing and administrative tasks. Social media experience is preferred but is not a make-or-break requirement for the position.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Student Invoicing & Account Administration
- Prepare and manage student invoices using established Excel templates
- Verify that required information is complete and accurately entered
- Follow the specific invoicing requirements of different financial management services
- Coordinate invoice submissions and track outstanding payments
- Apply approved credits to student accounts once payments are confirmed
- Maintain accurate records of invoices, credits, and account activity
Student Communication & Onboarding
- Monitor incoming student and family inquiries through Google Voice
- Respond to routine text messages using approved templates and procedures
- Communicate with financial management service coordinators regarding student requests and authorized services
- Gather required information to initiate new student services
- Follow established onboarding steps from initial inquiry through invoicing and account setup
- Escalate unusual requests or issues requiring management attention
Spreadsheet & Administrative Support
- Maintain and update multiple spreadsheets and student account trackers
- Review records for missing information, inconsistencies, and data-entry errors
- Organize digital files and supporting administrative documentation
- Track outstanding tasks, payment confirmations, and follow-up requirements
- Assist with additional recurring back-office and general administrative responsibilities as assigned
- Help document and improve routine workflows as the role develops
Light Social Media Marketing Support
- Assist with basic social media marketing activities during downtime between primary invoicing and administrative responsibilities
- Support routine social media tasks as assigned by the client
- Assist with basic preparation, organization, or scheduling of social media content as needed
- Provide general support for maintaining the school’s social media presence
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Administrative, data-entry, executive assistance, or business-support experience required
- Strong Microsoft Excel and spreadsheet-management skills required
- High attention to detail and data accuracy required
- Professional written English required
- Invoice preparation or accounts-administration experience strongly preferred
- Customer service or written client communication experience strongly preferred
- Experience coordinating with multiple vendors or service providers preferred
- Basic social media marketing or social media management experience is a plus, but not required
- Financial services or education industry experience is a plus
IDEAL CANDIDATE PROFILE
- Highly organized, accurate, and detail-oriented
- Comfortable managing repetitive, process-driven administrative work
- Strong Excel and spreadsheet-management skills
- Dependable with deadlines and follow-through
- Strong written communication and proofreading ability
- Able to follow established procedures while identifying missing information
- Comfortable learning different vendor requirements and administrative systems
- Some experience or familiarity with social media marketing is preferred
- Comfortable assisting with basic social media tasks when primary administrative responsibilities are up to date
- Interested in growing into additional responsibilities over time
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Microsoft Excel
- Google Voice
- Google Workspace / Google Sheets
- Email & Calendar Platforms
- Student Account / Administrative Tracking Systems
Work Schedule
- Contracted Hours per Week: 10 hours/week (Hours may increase based on performance and workload)
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: Flexible – TBD PST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
- Contracted Hours per Week: 10 hours/week (Hours may increase based on performance and workload)
- Daily Working Time: Flexible – TBD PST
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A-C (Strong Written English Required)
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
