Executive Assistant – Training & Operations

About Snatch & Glow

Snatch & Glow is an established aesthetics, beauty, and training business operating across the UK and Dubai. We are committed to delivering high-quality treatments, professional training, and an excellent experience for our students.

We are seeking a proactive, organised, and detail-oriented Executive Assistant to support the Director and oversee the administrative coordination of our training courses. The role requires someone who can take ownership of student bookings, payments, attendance, communications, and follow-ups while ensuring that training days run smoothly and efficiently.

The ideal candidate will be confident communicating with students, comfortable chasing outstanding payments, capable of managing multiple priorities, and focused on maintaining strong student relationships and encouraging repeat bookings.

Key Responsibilities1. Training Coordination and Student Bookings

• Manage student bookings, training schedules, course confirmations, and student records.
• Ensure all students scheduled for each training day are confirmed and have received the necessary course information.
• Maintain an accurate record of expected attendees, confirmed bookings, payment status, and outstanding requirements.
• Contact students one day before their scheduled training to reconfirm attendance, arrival times, and other arrangements.
• Ensure students understand where they need to attend, when to arrive, and what they need to bring or prepare.
• Coordinate with the training team to ensure that the necessary arrangements are in place for each training day.
• Identify potential cancellations or attendance issues in advance and inform the Director where action is required.

2. Student Attendance and Rescheduling

• Monitor attendance and maintain accurate records of students attending each training session.
• Follow up with students who have not confirmed their attendance before the scheduled training date.
• Contact students who fail to attend and establish the reason for their absence.
• Explain and administer the company's approved cancellation, no-show, and rescheduling policies.
• Communicate and collect applicable rescheduling fees in accordance with company policy and the agreed booking terms.
• Follow up on rescheduled bookings to ensure students are confirmed for their new training dates.
• Escalate disputed fees, exceptional circumstances, and recurring attendance issues to the Director.

3. Payments and Outstanding Balances

• Ensure student payments are completed in accordance with the company's payment terms and deadlines.
• Check payment records before each training day and identify any outstanding balances.
• Proactively contact students with overdue payments and follow up until payment is received or the matter is escalated.
• Send payment reminders and provide relevant payment instructions.
• Maintain an up-to-date payment tracker showing amounts due, amounts received, outstanding balances, and follow-up actions.
• Coordinate with the relevant team to resolve payment discrepancies and confirm successful transactions.
• Ensure any agreed payment arrangements are documented and brought to the Director's attention where necessary.

4. Student Communication and Customer Service

• Act as a primary point of contact for students regarding course bookings, schedules, payments, attendance, and general enquiries.
• Respond promptly and professionally to student questions through telephone, email, WhatsApp, and other communication channels.
• Provide clear and accurate information about courses, training arrangements, and company policies.
• Maintain a professional and helpful relationship with students before, during, and after their training.
• Follow up after training to address outstanding questions, obtain feedback, and maintain engagement.
• Handle routine concerns appropriately and escalate complaints or complex matters to the Director.

5. Student Relationships and Additional Course Sales

• Build and maintain positive relationships with existing and prospective students.
• Follow up with previous students to introduce relevant advanced courses, additional training, and future learning opportunities.
• Identify opportunities to encourage repeat bookings and promote suitable courses.
• Respond to enquiries from students interested in further training and provide relevant course information.
• Maintain records of student interests, future training requirements, and sales follow-ups.
• Support the business in increasing repeat bookings, student retention, and training revenue.
• Follow up with prospective students who have expressed interest but have not yet confirmed their bookings.

6. Executive Assistance and Administrative Support

• Provide administrative and operational support directly to the Director.
• Manage assigned emails, correspondence, reminders, and follow-up actions relating to training operations.
• Prepare daily updates and reports covering upcoming training sessions, confirmed students, expected attendance, outstanding payments, and unresolved issues.
• Maintain organised digital files, student records, trackers, and relevant documentation.
• Monitor deadlines and ensure that important tasks are completed accurately and on time.
• Coordinate with team members and other departments to resolve operational issues.
• Take ownership of routine tasks, identify problems early, and recommend practical solutions.
• Handle confidential business and student information responsibly.

7. General Operations and Reporting

• Maintain accurate records of bookings, cancellations, attendance, rescheduling, payments, and student communications.
• Provide regular reports to the Director on training readiness, attendance risks, payment collection, and student follow-ups.
• Ensure all outstanding matters are tracked until resolved or escalated.
• Follow established company procedures and assist with improving administrative processes.
• Carry out other reasonable administrative and operational duties assigned by the Director.

Key Requirements

• Previous experience in executive assistance, administration, customer service, sales support, student coordination, or operations.
• Excellent written and spoken English.
• Strong telephone communication and professional email-writing skills.
• Confidence in contacting students, confirming attendance, and following up on overdue payments.
• Strong organisational skills and attention to detail.
• Ability to manage multiple tasks, schedules, and deadlines independently.
• A proactive, reliable, and solutions-focused approach.
• Comfortable using spreadsheets, online booking systems, payment platforms, email, and messaging applications.
• Professional, persistent, and customer-focused attitude.
• Ability to maintain confidentiality and handle student information appropriately.

Desirable Experience

• Experience working with a UK-based company or an international business.
• Experience in training, education, beauty, aesthetics, or customer-facing services.
• Experience managing bookings, student or customer records, and payment follow-ups.
• Familiarity with CRM systems, HubSpot, Google Workspace, Microsoft Office, or similar tools.
• Experience with sales follow-ups, customer retention, and repeat bookings.

Performance Expectations

The successful candidate will be expected to:

• Ensure students are contacted and attendance is reconfirmed before each training day.
• Maintain accurate booking, attendance, and payment records.
• Minimise avoidable no-shows through proactive communication.
• Follow up consistently on outstanding balances and applicable rescheduling fees.
• Ensure students receive timely responses and a professional service.
• Identify opportunities for additional course bookings and repeat business.
• Keep the Director informed of important issues, outstanding tasks, and training-day readiness.
• Demonstrate ownership, initiative, accuracy, and accountability.

Compensation and Working Arrangement

• Monthly salary: USD $500.
• Work arrangement: Remote.
• Reporting to: Director.
• Working hours: As per UK Time.
• Employment terms: To be confirmed upon appointment.

This role is an important part of the company's training operations, ensuring that students are confirmed, payments are finalised, attendance is managed, and opportunities for future training are followed up effectively. The successful candidate will be expected to work independently, communicate professionally, and contribute to the smooth running and continued growth of Snatch & Glow's training business.

Pay: Rs138,350.00 per month

Work Location: Remote