Indy Language Center

Compensation

Full Description

Personnel Manager & Executive Administrative Assistant — Indy Language Center (Carmel, IN) On-site | Full-Time | Start Date: ASAP Indy Language Center (ILC) is seeking a highly organized, proactive, and people-centered professional to support the daily operations of one of the most diverse language schools in the Midwest. Established in 1997, ILC offers fun and immersive language classes in over a dozen languages across our Carmel, Indiana location, North Palm Beach, Florida location, and our online classrooms. This hybrid role combines administrative operations, personnel coordination, and executive support. You will work closely with teachers, staff, the class coordinator, and especially the Education Director. A core part of the position involves helping the Director stay accountable to key responsibilities such as appointments, class preparation, writing time, sales calls, interviews, and maintaining a structured marketing production schedule. You will also assist in guiding and organizing communication and workflow among instructors and staff to ensure alignment and smooth day-to-day operations. The right candidate thrives on structure, clarity, and follow-through. You are the person who keeps the team on track, keeps the Director pointed in the right direction, and helps ensure our students and teachers have a seamless, supportive experience. Key Responsibilities Personnel Management & Executive Support (High Priority) • Support the Education Director with calendar management, reminders, and accountability to deadlines. • Ensure the Director stays on schedule for classes, appointments, sales calls, writing time, interviews, and marketing content production. • Act as a personnel coordinator for the class coordinator and teachers, ensuring communication is clear and tasks are completed on time. • Help maintain a positive, organized workflow between administrative staff and instructors. • Schedule executive meetings and prepare needed materials. Billing, Enrollment & Financial Operations (High Priority) • Manage billing, invoices, re-enrollments, and payment plans. • Maintain accuracy of LearnSpeed accounts and class sessions. • Monitor overdue payments, DSO, and re-enrollment trends. Teacher Support & Operations (High Priority) • Process teacher session reports and track absences or schedule changes. • Provide instructors with materials, support, and compensation clarification. • Serve as a reliable point of contact for teacher operational matters. Student Support & Logistics (High Priority) • Respond promptly to student questions about schedules, materials, and class changes. • Meet response-time targets for support tickets and emails. • Assist prospective students with program information and guidance. Payroll Management (High Priority) • Process weekly staff payroll (Mondays). • Process teacher payroll on the 1st and 15th with complete accuracy. Hiring Pipeline Support (Medium Priority) • Review applications, conduct screenings, and schedule interviews/mock lessons. • Coordinate final interviews with the Director. • Track hiring metrics and maintain organized candidate records. Teacher Contracts, Access & Onboarding (Medium Priority) • Send and collect contract signatures. • Track access fobs, materials, and onboarding documents. LearnSpeed Training (Medium Priority) • Train new teachers on attendance tracking and hours reporting. • Monitor teacher proficiency with the system. Website & Administrative Projects (Medium/Low Priority) • Maintain contact databases and master class schedules. • Update the website as needed and assist with special projects. General Administrative Support • Respond to general emails daily. • Publish weekly class calendars and update sales numbers. • Audit LearnSpeed sessions monthly and maintain quarterly records. Skills & Qualifications • Exceptional organization, accuracy, and multitasking ability • Strong communication skills and warm, professional customer service • Comfortable learning and navigating software systems (LearnSpeed experience is a plus) • Calm under pressure with strong follow-through • Ability to support a diverse and multilingual team • Proactive, reliable, and comfortable managing executive accountability Work Environment & Compensation • On-site in Carmel, IN • Hours: 10:00 AM – 5:00 PM (with some seasonal flexibility) • Hourly wage: $19.00 - $21.00 starting Vacation: • 5 days annually (years 1–4) • 10 days annually (year 5+) Benefits: • 401(k) with 3% match (after 1 year or when legally permitted) • Health reimbursement up to $75/month for individual coverage Performance reviews occur at 6 months and 12 months. Key Performance Indicators • Director Task Completion Rate • Billing and payroll accuracy • Response time to students and teachers • LearnSpeed data integrity • Contract completion rate • Calendar consistency and operational flow • Hiring pipeline efficiency How to Apply Please send your resume and a brief introduction explaining why you’re a strong fit for this role. Multilingual candidates are strongly encouraged to apply. Job Type: Part-time Pay: $19.00 - $22.00 per hour Expected hours: 30 – 40 per week Language: • Spanish (Preferred) Work Location: In person