Virtual Office Administrator, ScholarshipOwl

• 2+ years of experience in operations, administration, or recruiting coordination
• Strong organizational and time management skills
• Excellent written and verbal communication in English
• Experience with tools such as Notion, Google Workspace, Slack, Recruitee (or similar ATS)
• Comfortable managing multiple responsibilities and working independently in a remote environment
• High attention to detail and follow-through

Desirable

• Reporting to the Head of Operations, this role supports leadership, hiring managers, and team leads across departments
• You will maintain internal documentation, manage schedules and recruiting logistics, support onboarding and offboarding, and coordinate company-wide initiatives
• You should be comfortable working independently, adapting to shifting priorities, and providing responsive, high-quality internal support
• Maintain and organize internal documentation in Notion (SOPs, meeting notes, templates, calendars)
• Ensure operational tools (Google Workspace, Slack, Notion, Zoom) are up to date and functioning smoothly
• Schedule interviews and manage logistics across global time zones
• Maintain the ATS (Recruitee): post roles, track candidate progress, coordinate evaluations
• Manage our AI video interview platform (e.g., myInterview): upload tasks, monitor submissions, share recordings, and follow up with hiring managers
• Handle candidate communications and keep internal teams aligned throughout the hiring process
• Prepare onboarding documentation, access permissions, and team introductions for new hires, coordinate offboarding logistics, including systems access, documentation, and communication
• Maintain and improve templates and checklists in Notion
• Coordinate gifts and acknowledgments for birthdays, work anniversaries, and life events
• Support planning and logistics for internal events and company offsites
• Assist with ad hoc internal projects, surveys, updates, and documentation efforts