Inbox & Admin Superstar for Music Education Business

We’re NextGen Music - a fast-growing business delivering in-school DJ lessons to students across the UK. We’re looking for a reliable, detail-oriented UK-based Virtual Assistant to support us with parent communication, workshop coordination, lesson scheduling, and general admin.

You’ll be stepping into a role with well-established systems, templates, and tone guidelines already in place - and you'll have access to a custom GPT assistant to help draft responses and stay on brand. We’re looking for someone confident, proactive, and great with people (especially parents and school staff).


Core Responsibilities:

Inbox & Parent Comms:
Reply to parent queries with warmth and clarity
Use existing templates to communicate policies (e.g. scheduling, payment, cancellations)
Manage onboarding emails, rescheduling, and reminders

Student Onboarding:
Add students to our scheduling and billing system
Update spreadsheets to reflect new sign-ups
Send welcome messages with login and lesson details

Timetable & Lesson Management:
Adjust weekly schedules as needed
Communicate changes to schools and families
Maintain accuracy across internal systems

Cancellations & Changes:
Update internal records when students leave
Rearrange affected timetables as needed
Notify families of changes using prepared templates

Workshop Support:
Send out workshop invites using our Gmail-based mail merge system
Manage RSVPs and follow-ups
Track attendance and send reminders

Invoicing & Payment Chasing:
Send invoice reminders and payment notices
Monitor overdue payments
Send templated follow-ups where needed


You’ll Be Using:
Gmail (plus email merge tools)
Google Sheets
Our internal scheduling & billing software (training provided)
Shared folders and systems via Google Drive


What We’re Looking For:
UK-based (must be fluent in British English)
Strong, confident written communicator with a warm, professional tone
Detail-oriented and able to manage multiple admin tasks
Friendly, proactive, and calm when dealing with parents and school staff
Must maintain confidentiality and handle student data with care
Ideally available Mon-Fri for light daily inbox check-ins


Hours & Rate:
Approx. 5-10 hours/week to start, with room to grow
Flexible working hours - but must respond within 24 hours (same-day preferred)
Freelance / self-employed role