Virtual Office Administrator

Summary

Join ScholarshipOwl, the largest scholarship marketplace in the U.S., as an Operations Coordinator and provide comprehensive support to leadership, hiring managers, and team leads. Maintain internal documentation, manage schedules and recruiting logistics, support onboarding and offboarding processes, and coordinate company-wide initiatives. You will be responsible for managing internal tools, scheduling interviews, handling candidate communications, preparing onboarding materials, and assisting with various projects. The ideal candidate possesses strong organizational and communication skills, experience with relevant tools (Notion, Google Workspace, Slack, Recruitee), and the ability to work independently in a remote environment. A background in a remote SaaS, EdTech, or startup environment is preferred. ScholarshipOwl is a remote-first, bootstrapped startup that values business outcomes, fast iteration, clear communication, and autonomy.

Requirements

• 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

Responsibilities

• 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

Preferred Qualifications

• Experience in a remote SaaS, EdTech, or startup environment
• Familiarity with modern hiring workflows
• Background in employee experience or operations coordination
• Ability to create and maintain high-quality documentation and templates

Benefits

Remote work, flexible hours