Job Title: U.S. Administrative Assistant
Location: Remote, Houston, TX
Reports to: Franchise Development Director (US)
Support Areas: TX, IL, AZ, CO, FL, WI, NC
About Willowbrae Academy:
Willowbrae Academy is redefining early childhood education across North America with a commitment to delivering exceptional care, learning, and operational excellence. As we expand across the United States, we are seeking a highly organized and proactive U.S. Administrative Assistant to provide administrative and project support to our team of Regional Operations Managers.
Position Overview:
With a background in Early Childhood Education, you will play a key role in supporting our Regional Operations Managers in their mission to establish, launch, and support high-performing Willowbrae Academies. This role is ideal for a detail-oriented, tech-savvy, and highly organized professional who thrives in a fast-paced, multi-state environment and is passionate about behind-the-scenes operational excellence.
Key Responsibilities:
Provide day-to-day administrative support to Regional Operations Managers across multiple states.
Schedule and coordinate multi-party meetings, construction calls, licensing visits, and training sessions.
Track and update project timelines for new academy builds and licensing applications across TX, IL, AZ, CO, and FL.
Manage key documents including regulatory forms, licensing checklists, compliance logs, and operational reports.
Coordinate onboarding logistics for Academy Directors and site staff in collaboration with corporate departments.
Compile and distribute weekly operational updates, site readiness reports, and KPI dashboards.
Serve as the communication liaison between regional teams, contractors, licensing bodies, and corporate departments.
Monitor progress and deadlines for multiple site builds and licensing approvals, flagging delays and assisting in follow-ups.
Maintain accurate records of training completion, inspections, and compliance documentation.
Assist with vendor coordination and contractor scheduling as directed by the Regional Operations team.
Complete Rate Studies on competitor locations over the phone.
Qualifications:
3–5 years of administrative or operations coordination experience, preferably in early childhood education, franchising, or construction support is an asset.
Strong organizational and time management skills with the ability to juggle multiple priorities across time zones.
Excellent communication skills and comfort interacting with internal and external stakeholders.
High proficiency in Microsoft Office Suite, Google Workspace, and project tracking tools (e.g., Trello, Asana, or Smartsheet).
Experience working in a startup or rapid-growth environment is an asset.
Knowledge of early childhood education licensing processes (especially in Texas, Arizona, or Florida) is a plus, but not required.
Ability to work independently and proactively in a remote setting.
Why Join Willowbrae?
Opportunity to contribute to the nationwide expansion of a premium childcare brand.
Collaborative and supportive team culture with room for growth.
Competitive salary and benefits.
Make a real impact by supporting the leaders shaping the future of early learning in the U.S.
Job Type: Full-time
Pay: $18.27 - $19.55 per hour
Benefits:
- Paid time off
Schedule:
- 8 hour shift
Experience:
- Early Childhood Education: 1 year (Required)
Work Location: In person
