Do you value travel and think it’s important for others to explore the world? Are you detail oriented and able to work independently while also being part of a dynamic team? Do you like answering the phone? Do you actually enjoy spreadsheets and databases? If the answer is "yes!" - this position is for you!
As ITA’s Office Administrative Assistant, you will serve as the first point of contact for many of the people who reach out to us by answering the phone, managing the general email, and greeting office guests. You are crucial to keeping the office (and virtual offices) running. You will handle office administrative duties and procedures, foster an enjoyable work environment, ensure organizational effectiveness, and maximize communication and efficiency for our employees.
Application Deadline: November 20, 2020
Compensation: $50,000 per year, benefits, 20 days paid time off & more.
Work Hours: 40 hours a week, Monday -- Friday: 9:00am - 5:30pm
Position Start Date: January 4, 2021
Prime Chicago North Side Location: 916 West Diversey Parkway, Chicago. We are located between Lakeview and Lincoln Park on Chicago’s North Side. Our office is one block from the Brown Line "El" stop; free street parking is available during work hours.
Remote Work: Due to Covid-19, our employees are currently working from home, with only limited trips to the office. When it is safe to fully reopen the office, most likely in 2021, you will be expected to work from the office at least 4 days per week.
Reports To: This position reports to the Admissions Manager and the Director of Student Services and Operations.
International TEFL Academy (ITA) is one of the world’s largest TEFL training schools. We train & certify over 5,000 students a year to Teach English as a Foreign Language (TEFL). We believe top-level TEFL training builds a realistic pathway for our students to achieve their dreams and success as professional English teachers, domestically or abroad. Our alumni teach online from the comfort of their homes, live as global nomads teaching online from around the world, and teach at schools in 80+ countries abroad.
As the worldwide leader in the field of TEFL, we provide:
Pre-enrollment information and personalized guidance from expert advisors
The Gold Standard in TEFL training and certification
Lifetime job search guidance – online and worldwide
Alumni community & peer engagement
Our staff with a safe, inclusive, supportive workplace/culture/job/career to grow and learn.
Some immediate and ongoing duties for the Office Manager will include:
Answer the ITA general phone line and transfer the caller to the appropriate department/person.
Oversee and distribute general company email which includes inquiries, registrations, documents, and receipts.
Create new contacts in our database (Salesforce) and match interested students with an Admissions Advisor.
Process referral payments through PayPal.
Communicate with vendors about service changes and additions.
Create, implement and maintain office budgets and track office expenses. Take an active role in controlling expenses and inventory; treat company funds as your own.
Provide tech support as needed with our company phone system, RingCentral.
Improve and manage online storage systems (Google Drive, Intranet, etc).
Manage company calendars, schedule company-wide events and meetings, make sure we have a limited number of employees in the office during Covid, and help us virtually celebrate birthdays and work anniversaries.
Order and maintain inventory of office supplies, equipment and marketing materials. Have office supplies shipped to remote employees.
Assist hiring team during peak hiring seasons and on-board new hires (purchase laptops and office supplies, set -up ADT security codes, set up phone lines and accounts, etc)
Notify management about system issues/inefficiencies and recommend solutions.
Contribute across departments, committees & projects within ITA, in areas such as alumni, social media, video, writing, charity and others to give more opportunities to contribute, interact with the team and for your own professional growth. This comes down the road after you are settled into your position.
Quarterly and Yearly Goals - have quarterly check-ins with management and report at quarterly company meetings on projects/goals
While the office is not fully open, you will be expected to visit the office at least once per week to
Collect and distribute mail.
Pick up and deposit checks at the bank.
Make sure the office is safe and sanitary, coordinating with the cleaning crew as necessary.
Conduct regular inspections of the office space to identify service issues or repairs when required.
Manage day to day issues with the building – report issues, coordinate work, and monitor the progress of small repairs to completion (HVAC, electrical, plumbing, carpentry, internet, etc.).
When is it safe to fully reopen the office, additional duties will include:
Handle front office reception and administrative duties, including greeting guests, handling company inquiries, and sorting and distributing mail.
Prepare materials and catering for the Chicago TEFL course orientation and graduation.
Provide support for ESL student orientations
Manage supply of marketing materials and create folders for in-office appointments.
Maintain compliance with office policies (guests, conference rooms, furniture in shared spaces, personal item storage, etc.)
Conduct daily office upkeep – maintaining drawers, cabinets, shelving, coffee bar, supply areas, and conference rooms.
Ensure equipment such as coffee machines, water dispensers, ice makers, refrigerators, microwaves, kitchen tools and utensils are clean and maintained in good working order.
Research price and order groceries, coffee, paper products, office supplies and miscellaneous inventory as needed
Manage our kitchen and snack program and coordinate food orders for events and staff meetings
All applications must be submitted online. You will be required to submit a resume and cover letter as a pdf. Your cover letter should address
Why do you want to work at ITA?
Why do you want this specific job?
What skills do you bring to this position?
Countries lived, worked, studied, and/or traveled.
If you have any follow-up questions about the position, please email us at [email protected] We only respond to application or employment inquiries via email and we do not accept phone calls about employment. A phone call may weaken your application. We understand your initiative, but we receive a lot of applications for this position, and it is a major process to evaluate each candidate.
Then What Happens?
Once your resume is submitted, we will reach out to you if you have been selected for the initial phone interview. If you have not heard from us by December 1st, we likely moved forward with other candidates.
Here at International TEFL Academy, as global citizens, we recognize that diversity and inclusion are vital to the culture of our organization. International TEFL Academy is an equal opportunity workplace.
At least 6 consecutive months of experience living abroad. Everyone in our company has lived and traveled abroad extensively. That’s the club you are joining to work here. Teaching English abroad, long-term study abroad, work abroad, long-term volunteering abroad – these are examples of the type of international experience we are looking for (not just a two-week vacation in Mexico or Europe). (You must have lived abroad for at least 6 consecutive months to be considered for this job. If you have never lived abroad, please do not apply.)
At least 1 year of office and administrative experience.
Excited about helping people see the world. You LOVE helping people go overseas. You probably like to talk people's ears off about how great it is to see the world, and you will take great pride in helping others enjoy the life-changing international experience that teaching abroad offers.
A college degree is not necessary for this position. Formal training and relevant work experience will be taken into account.
Excellent written and verbal communication skills. You will be the first person a customer may speak to or see walking in our door. You will need to assist this person to direct them to the department to help serve their needs. You will spend several hours a day on the phone and you will interact with your colleagues via phone, email, messenger, and video.
Highly organized, detail-oriented and efficient. No kidding, you can’t fake it, you just have to be organized with attention to detail with several databases we work with and working with several departments. You are able to maintain a high degree of accuracy while balancing on-going projects and tasks. In other words, you are a bit of a perfectionist! You will be provided with state-of-the art tools and training, but if your organizational skills are weak, you will struggle in this position.
Generally tech-savvy. You are highly proficient in Microsoft Office Suite, Google Drive Suite, DropBox, Mac OS and Windows. You also are familiar with CRM Software, including Hubspot and Salesforce, and know your way around a printer.
Solutions-oriented. When you see a problem, you try to figure out a way to fix it, running ideas by your manager and working with other departments to make it happen.
Team player. We seek team members who are committed to contributing to the growth of the company in addition to meeting and exceeding their own personal goals.
Ambitious: You should always be striving for excellence. A willingness to learn & adapt is key to success. The Office Administrative Assistant should be highly motivated and have a strong desire to help in many different areas of the company.
2+ years of office administration experience
Experience in bookkeeping or accounting.
Customer service experience
About International TEFL Academy
International TEFL Academy was founded on the premise that language education offers English speakers from all backgrounds the opportunity of a lifetime to experience other cultures and build relationships abroad while providing a worthy service to others. Combining a wealth of expertise and commitment to excellence we provide the finest training and personal guidance to enable students from all walks of life to live their dreams of exploring the world while teaching English. We are committed to complete transparency and integrity in representing who we are, what we do, and what we stand for.