Operations Coordinator

Location: Remote (LATAM or South Africa)

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

Reporting to: Founder

Role Overview: The Strategic Right Hand

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.

Key Responsibilities

I. Executive Command & Scheduling

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.

II. Operations & Project Tracking (The Notion Hub)

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.

III. Business & CRM Support (GoHighLevel)

CRM Stewardship: Work inside GoHighLevel 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.

IV. Student & Content Coordination

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 YouTube upload checklists, tracking the content calendar, and coordinating the flow of assets with video editors.

Who You Are

Experience & Traits

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.

Technical Skills

Notion Power User: You have experience building or managing complex workspaces in Notion.
Google Workspace Expert: Advanced proficiency in Drive, Docs, Sheets, and Calendar.
GoHighLevel 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.

Operations Coordinator (Remote) - 56443262902