Operations Coordinator; Remote

Remote

JOB  - 18039

Location:

Remote (LATAM or South Africa)

Schedule:

Monday – Friday, Full-time (40 hours/week)

Reporting to:
Founder

We run a fast-paced education company and content brand. We are moving away from reactive support and are looking for a sharp, proactive Executive Assistant & Operations Coordinator to act as the "central nervous system" of our business.

This is not a role for a passive "task-taker" or someone who needs a ramp-up period. We need a strategic partner who can operate at high speed, manage shifting priorities, and protect the Founder’s time. You are the type of person who sees chaos and instinctively builds a checklist to tame it. You will translate a fast-moving content calendar and event schedule into a structured, flawlessly executed project plan.

• Calendar Architecture:
  Manage complex scheduling across multiple time zones. You will own the calendar, ensuring that travel, deep-work blocks, and meetings are flawlessly coordinated without conflicts.
• Inbox Governance:
  Filter and organize the Founder’s inbox. You will flag urgent items, draft sophisticated responses that match the Founder’s voice, and ensure zero balls are dropped in follow-up loops.
• Meeting Support:
  Attend key meetings to prepare agendas, take rigorous notes, and—most importantly—hold the team accountable for action items and deadlines.

• Project Management:
  Build and maintain our master project workspace in Notion . You will turn verbal directives into task lists, track deadlines, and keep the entire team organized.
• Follow-up Coordination:
  Act as the primary point of contact for partners, vendors, and podcast guests. You are a "professional nudger" who ensures everyone delivers on their promises on time.
• Digital Organization:
  Maintain a high-standard Google Drive structure and ensure all company documentation, templates, and SOPs are formatted and professional.

• CRM Stewardship:
  Work inside Go High Level  to tag leads, update records, and track the sales pipeline.
• Lead Flow Integrity:
  Ensure that automated follow-up sequences are triggering correctly and that prospect data is clean, actionable, and up-to-date.

• Community Support:
  Handle student and customer support messages, ensuring a high-quality "white-glove" experience and routing technical issues to the right person.
• Content Logistics:
  Assist in the content production lifecycle—managing You Tube upload checklists, tracking the content calendar, and coordinating the flow of assets with video editors.

• Systems Thinker:
  You don't just follow instructions; you create the structure. You are a "checklist" person by nature who hates seeing a process without an SOP.
• Proactive "Leader-Up":
  You aren’t afraid to remind the Founder of a deadline or suggest a more efficient workflow. You manage the Founder as much as they manage you.
• Elite Communication:
  Your written and spoken English is flawless and sophisticated. You can represent the brand to high-level partners, VIP guests, and students alike.
• Fast-Paced Professional:
  You thrive in an environment where things move quickly and priorities shift. You have minimal ramp time and can provide value in week one.

• Notion Power User:
  You have experience building or managing complex work spaces in Notion.
• Google Workspace Expert:
  Advanced proficiency in Drive, Docs, Sheets, and Calendar.
• Go High Level  Savvy:
  Either have experience in GHL or possess the technical fluency to master it within your first few days.
• AI-Native:
  You use ChatGPT or Claude as a daily tool to increase your velocity and refine your communication.