ScholarshipOwl is looking for a Virtual Office Administrator to be the operational backbone for our leadership and teams. Reporting to the Head of Operations, you will ensure smooth internal workflows, support our global hiring efforts, and help maintain a connected company culture.
What You'll Do
- 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 recruiting logistics across global time zones
- Maintain the ATS (Recruitee): post roles, track candidate progress, and coordinate evaluations
- Manage our AI video interview platform: 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
What We're Looking For
- 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, and Recruitee (or similar ATS)
- Comfortable managing multiple responsibilities and working independently in a remote environment
- High attention to detail and follow-through
Nice to Have
- 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
Technical Stack
- Notion
- Google Workspace
- Slack
- Recruitee
- myInterview
- Zoom
Team & Environment
You will report directly to the Head of Operations and collaborate with leadership, hiring managers, and team leads across the company.
Work Mode
This is a fully remote position.
ScholarshipOwl is an equal opportunity employer.
