Childcare Virtual Assistants

350+ tasks your virtual assistant can handle

Everything a Childcare Virtual Assistants (CVA) virtual assistant can take off a childcare owner's plate: a full-time, degreed VA backed by a team, all in one package. These are the tasks our VAs handle for childcare centers, grouped by area.

Top 12 tasks owners hand off first

Follow up with every family inquiry and tour
Collect tuition and follow up on past-due balances
Prepare subsidy billing, attendance and renewals
Manage CACFP meal counts, claims and paperwork
Manage your Facebook and Google ad campaigns
Create and schedule social media posts
Request and respond to Google reviews
Post jobs, screen applicants and schedule interviews
Complete new-hire onboarding and HR file paperwork
Keep licensing compliance files inspection-ready
Manage Brightwheel, Procare and enrollment software
Categorize transactions and reconcile QuickBooks

The complete list

Enrollment, Tours & Lead Follow-Up33

Answer new family inquiries the same day
Schedule tours from the center's calendar
Send tour confirmations and reminders
Send personal tour recaps within 24 hours
Send families one helpful resource after tours
Send specific follow-ups over two weeks after tours
Re-engage families who went quiet after 30-45 days
Log every lead contact in the CRM
Nurture parent leads until enrollment
Guide parents through enrollment steps
Make outbound lead follow-up calls
Reply to inquiries from Facebook and Instagram messages
Call back families who left voicemails
Text families open tour times and booking links
Build new enrollment checklists for directors
Send enrollment packets and welcome letters
Track enrollment packets until complete
Collect registration forms and enrollment fees
Manage the waitlist and update its status
Contact waitlisted families when spots open
Track sibling and priority waitlist requests
Record lost-lead reasons for the owner
Track tour-to-enrollment conversion rates
Schedule child start dates and transition visits
Prepare first-day welcome emails for new families
Create first-day parent handouts
Run fall and summer enrollment campaigns
Send re-enrollment forms each school year
Track disenrollment notices and final dates
Create disenrollment QR codes and memos
Run exit surveys for withdrawing families
Score follow-up quality for weekly reports
Prepare enrollment talking points for directors

Phones & Parent Communication20

Answer center phones during set hours
Screen and return voicemails
Answer billing and enrollment questions by phone
Escalate concerns to the director same day
Send parent appointment reminders and updates
Draft parent newsletters and memos
Send parent communications for closures and events
Post announcements in the parent app
Send weather and emergency closure notices
Send monthly parent calendars
Remind families about picture day and events
Collect field trip permission slips
Send immunization and physical reminders to parents
Run parent satisfaction surveys
Resolve routine parent complaints and route serious ones
Answer website live chat
Write and update the parent FAQ
Translate key parent notices into Spanish
Track parent communication preferences and consent
Draft responses to parent emails for approval

Tuition Billing & Collections18

Generate weekly or monthly tuition invoices
Track tuition payments and balances
Send payment reminders and confirmations
Follow up on past-due tuition balances
Apply late fees per center policy
Set up autopay for new families
Post payments in the billing system
Process tuition credits and sibling discounts
Reconcile tuition deposits against billing reports
Prepare monthly aging reports for the owner
Draft collection letters for approval
Track payment plans and due dates
Issue annual tuition tax statements
Update tuition rates in billing software
Track registration and supply fee payments
Handle failed payment and declined card follow-ups
Write billing and collection policy updates
Add late payment fees to the handbook

Subsidy & Child Care Assistance Paperwork15

Run subsidy audits against attendance
Submit subsidy attendance and billing on time
Track subsidy authorizations and expiration dates
Remind families about subsidy redeterminations
Reconcile subsidy payments to expected amounts
Track co-pays owed by subsidy families
Follow up on denied or short subsidy payments
Log subsidy case worker contacts and notes
Keep subsidy family files complete
Track swipe or check-in compliance for subsidy
Help families find state assistance applications
Track Pre-K and scholarship program funding
Assist with grant application research and drafts
Track grant deadlines and reporting dates
Prepare documents for state program audits

CACFP Food Program20

Enter daily meal counts into the CACFP system
Audit meal counts weekly against attendance
Build five-week rotating CACFP menus
Retype and update snack menus
Update monthly menus for each center
Gather data for USDA food program documentation
Maintain organized CACFP submission records
Prepare and submit monthly CACFP claims
Collect and file CACFP enrollment forms
Track income eligibility forms for families
Check menus against CACFP meal pattern rules
File food receipts for CACFP records
Track infant formula and food preference forms
Keep milk and meal production records current
Prepare files for CACFP monitor reviews
Track CACFP staff training requirements
Convert paper CACFP tracking to digital
Research self-sponsorship requirements for CACFP
Make printable kitchen shopping lists with logo
Log special diet and allergy statements

Bookkeeping & Finance16

Categorize receipts in QuickBooks Online
Forward bills and invoices weekly for bookkeeping
Set up QuickBooks for new centers
Process vendor invoices
Track expenses and manage budget records
Prepare monthly financial reports
Support budget planning and forecasting
Reconcile bank and credit card accounts
Track accounts payable due dates
Organize year-end documents for the CPA
Track recurring subscriptions and software costs
Compare budget to actual spending monthly
Prepare profit and loss summaries by center
Track petty cash and reimbursements
Analyze labor costs from Homebase data
Connect QuickBooks to the KPI dashboard

Payroll Prep11

Prepare biweekly payroll
Pull timesheets for payroll review
Clean up payroll notes and records
Check time punches for missed clock-ins
Track PTO and sick time balances
Enter new hires into payroll
Track staff bonus and incentive payouts
Prepare payroll change reports
File payroll reports for the accountant
Create staff timesheets
Track background check repayment agreements

Recruiting & Hiring16

Post job openings on job boards
Screen resumes and applications
Schedule applicant interviews
Conduct initial phone screens
Write job descriptions for each role
Send interview confirmations and reminders
Build interview question sets for directors
Check references for finalists
Send offer letters for approval
Send regret emails to applicants
Track the hiring pipeline by position
Refresh job ads that are not getting applicants
Promote openings on social media
Track teacher candidates for future openings
Brand job descriptions for staff signatures
Write teacher requisition procedures

Staff Onboarding, HR Files & Compliance22

Digitize new-hire orientation in JotForm
Build digital new-hire trainings and courses
Manage 30/60/90-day check-ins
Audit staff HR files for compliance
Schedule background checks and fingerprinting
Collect I-9 and W-4 forms
Track staff health forms and TB tests
Track CPR and first aid expiration dates
Schedule CPR classes for staff
Track annual training hours per staff
Track CDA and credential progress
Add TEACH application links for CDA staff
Send onboarding welcome packets
Set up new staff app and email logins
Build staff onboarding checklists
Collect signed handbook acknowledgments
Update employee policies
Draft staff memos
Manage employee review schedules
Prepare offboarding checklists for departing staff
Maintain staff contact and emergency lists
Draft policy memos for the owners

Staff Scheduling, Training & Recognition16

Coordinate and schedule staff training sessions
Build staff training forms in JotForm
Create new admin training checklists
Brand training manuals for administrators
Build weekly staff schedules
Track ratios against the staff schedule
Find coverage for call-outs
Track staff time-off requests
Plan staff meeting agendas
Manage employee incentive programs
Announce staff contest winners
Recognize staff birthdays and work anniversaries
Create staff appreciation certificates
Survey staff on lounge supplies
Run staff satisfaction surveys
Track professional development registrations

Licensing, Safety & Compliance24

Keep licensing compliance files inspection-ready
Track compliance deadlines and documents
Follow up on licensing checklist items
Track safety protocols and documentation
Schedule safety audits and inspections
Maintain incident report records
Update the emergency preparedness plan
Update weather drill locations in plans
Add daily playground inspections to JotForm
Add gate, latch and sidewalk safety checks
Organize required wall postings
Schedule Person in Charge training
Add state job aids to admin apps
Track license renewal dates
Log fire, tornado and lockdown drills
Track child immunization records
Track child physicals and medical forms
Track corrective action plans after inspections
Track Step Up to Quality or QRIS paperwork
Maintain medication administration logs
Track allergy and medical action plans
Keep emergency contact lists current
Track fire and health inspection dates
Organize vehicle and transportation records

Childcare Software Administration18

Manage Brightwheel, Procare and enrollment software
Manage Playground and Kangarootime accounts
Manage LineLeader and Intellikids
Train staff on childcare software
Implement new childcare software
Convert paper systems to digital
Generate system reports and analytics
Add new children and families to the system
Update rooms, rates and schedules in software
Reconcile daily attendance in software
Fix duplicate or incorrect family records
Remove withdrawn children from the system
Set up staff accounts and permissions
Import Brightwheel attendance into the KPI dashboard
Manage Homebase settings and notifications
Set up GoHighLevel sign-up and booking paths
Manage SoTellUs and Connect accounts
Load clients into Loomly for posting

Forms, Checklists, SOPs & Handbooks20

Write and update SOPs and manuals
Update the parent handbook with new policies
Revise the staff handbook
Build forms and checklists
Build and audit daily JotForm checklists
Consolidate and rename JotForm forms
Update cleaning checklists for each center
Update opening and closing checklists
Build supply requisition forms
Build maintenance completion charts
Manage the admin resource app
Add printables to the resource app
Create digital templates
Build spreadsheets for tracking
Organize Google Drive, Dropbox and OneDrive
Create a digital file cabinet for center files
Update names and titles across manuals
Format documents for printing
Turn recorded task videos into checklists
Keep a master policy index

Marketing & Social Media24

Create and schedule social media posts
Manage Facebook, Instagram and LinkedIn pages
Write blog posts
Post blogs in Scale Pilot
Write and send email newsletters
Create enrollment flyers
Create open house flyers
Build CRM email templates
Optimize website pages for local search
Write daily inspirational posts for the owner
Share business posts to the owner's page
Build out the owner's LinkedIn profile
Track brand mentions and social results
Research leadership quotes for posts
Share classroom photos with parent permission
Create holiday and seasonal posts
Plan a monthly content calendar
Create short videos and reels
Write post captions and hashtags
Respond to comments and messages
Promote events on social media
Write referral program messages
Build community partner contact lists
Cold call for lead generation

Paid Ads Management11

Manage Facebook ad campaigns
Manage Google Ads campaigns
Write ad copy and headlines
Design ad images and graphics
Set up ad audiences by location
Monitor ad budgets against spend caps
Track cost per lead from ads
Report ad results to the owner
Pause underperforming ads
Build ad landing pages
Connect ad leads to the CRM

Reviews, Reputation & Google Business Profile11

Request and respond to Google reviews
Manage SoTellUs review requests
Manage the Google Business Profile
Post weekly Google Business Profile updates
Update hours, photos and holiday closures
Answer Google Business Profile questions
Monitor Facebook and Yelp reviews
Draft replies to negative reviews for approval
Collect parent testimonials with permission
Manage testimonial permission releases
Track review counts and ratings monthly

Website & Tech Support14

Maintain the center website
Update website content and blog descriptions
Build and launch new websites
Review website tasks before publishing
Coordinate email migrations
Troubleshoot software and IT issues
Install software updates
Clean up and scrub inboxes
Build QR codes for forms and pages
Update tuition and program pages
Fix broken links and forms
Manage domain and email accounts
Keep an inventory of tech tools
Research new technology for the center

Graphic Design & Classroom Printables20

Design logos and brand graphics
Edit photos and videos
Design presentations and slide templates
Design printable classroom materials
Make branded classroom schedules
Make cubby and chair name tags
Make infant cubby tags for diapers
Make classroom toy labels
Make labeling pocket inserts
Create shapes and colors printouts
Create activity station signs
Make themed wall posters with mascots
Create classroom signs and send to print
Create fall classroom resource guides
Design lesson plan templates
Design mascots for centers
Design booth banners and postcards
Format books and e-books for publishing
Design journals and printables for sale
Design trunk-or-treat flyers

Events & Family Engagement15

Plan family and community events
Create event creatives and printables
Recognize child birthdays
Coordinate holiday events
Plan trade show booth materials
Ship booth materials to event hotels
Support podcast and webinar production
Book speaking engagements
Send event invitations and RSVPs
Plan teacher appreciation week
Plan graduation and moving-up ceremonies
Order event supplies and decorations
Coordinate picture day vendors
Organize parent-teacher conference schedules
Plan fundraisers and spirit weeks

Supplies, Vendors & Facilities15

Build shopping carts for approval
Order classroom and curriculum supplies
Shop supply lists at Sam's Club and Walmart
Combine teacher supply request lists
Order printing from Vistaprint and Staples
Find and schedule pest control service
Compare vendor prices for supplies
Track supply orders and deliveries
Schedule maintenance and repair vendors
Track vendor contracts and renewals
Keep a vendor contact list
Track cleaning supply inventory
Schedule HVAC and fire equipment service
Order staff uniforms and shirts
Load branded swag orders for approval

Reporting & KPIs13

Update the KPI dashboard
Track revenue, labor and enrollment KPIs
Track occupancy against licensed capacity
Build weekly enrollment trust reports
Send weekly client status reports
Collect data for program evaluations
Research industry trends and compile reports
Research where to open new centers
Build monthly owner summary reports
Track staff turnover rates
Track attendance trends by classroom
Track tuition collection rates
Compare centers side by side

Executive Assistant: Email, Calendar & Travel15

Manage and sort owner email inboxes
Unsubscribe from unneeded emails
Draft email replies for owner approval
Monitor shared center inboxes for spam
Manage the owner's calendar
Schedule meetings and send Zoom links
Book flights and hotels
Build travel itineraries
Take meeting minutes and notes
Turn meeting notes into task lists
Prepare documents for strategy meetings
Track tasks assigned to the owner
Update email signatures
Track follow-ups owed by others
Prepare daily or weekly owner briefings

Owner Projects & Personal Support10

Research gifts and send thank-you cards
Manage personal receipts
Shop online for the owner
Manage subscriptions and renewals
Run personal errands online
Build online courses
Build product listings for online stores
Manage e-commerce orders
Manage special projects for the owner
Support other businesses the owner runs

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