Virtual Office Administrator

Job title: Virtual Office Administrator

Company: ScholarshipOwl


Job description: ScholarshipOwl is the largest scholarship marketplace in the U.S., connecting over 11 million Gen Z students with private scholarships — and the brands that power them. Our mission is to make education financing more accessible and engaging, while giving brands a consent-driven way to connect with the next generation.We’re powered by AI technology that simplifies scholarship discovery, streamlines the application process, and delivers measurable results for both students and partners. Whether it’s helping students secure funding or enabling brands to run impactful campaigns, we’re reshaping how education is funded — and discovered.The RoleReporting 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.What You’ll DoInternal Operations & AdministrationMaintain 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 smoothlyRecruiting CoordinationSchedule interviews and manage logistics across global time zonesMaintain the ATS (Recruitee): post roles, track candidate progress, coordinate evaluationsManage our AI video interview platform (e.g., myInterview): upload tasks, monitor submissions, share recordings, and follow up with hiring managersHandle candidate communications and keep internal teams aligned throughout the hiring processOnboarding & OffboardingPrepare onboarding documentation, access permissions, and team introductions for new hires, coordinate offboarding logistics, including systems access, documentation, and communicationMaintain and improve templates and checklists in NotionTeam Support & ProjectsCoordinate gifts and acknowledgments for birthdays, work anniversaries, and life eventsSupport planning and logistics for internal events and company offsitesAssist with ad hoc internal projects, surveys, updates, and documentation effortsWhat We’re Looking For2+ years of experience in operations, administration, or recruiting coordinationStrong organizational and time management skillsExcellent written and verbal communication in EnglishExperience with tools such as Notion, Google Workspace, Slack, Recruitee (or similar ATS)Comfortable managing multiple responsibilities and working independently in a remote environmentHigh attention to detail and follow-throughPreferred QualificationsExperience in a remote SaaS, EdTech, or startup environmentFamiliarity with modern hiring workflowsBackground in employee experience or operations coordinationAbility to create and maintain high-quality documentation and templatesHow We WorkWe’re a remote-first, bootstrapped startup with a bias toward action. We value:Business outcomes over outputsFast, scrappy iteration over perfectionHonest, clear communication over politicsAutonomy with accountability — no micromanagingReady to lead and build something meaningful?Apply now and help us shape the future of AI-powered education.

Expected salary:

Location: Berlin

Job date: Sat, 09 Aug 2025 05:21:28 GMT

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