Part-time Operations & Admin Assistant

Position Type: Remote, Part-Time (approx. 20 hours/week)
Priority Locations: South Africa & Latin America
Working Hours: Flexible scheduling with required overlap during U.S. Eastern Time (ET); occasional Saturday availability depending on sports season demands
Start Date: Target start post-season around October 31

About the Opportunity

Our client operates a thriving Sports franchise in Tennessee, dedicated to delivering quality youth sports programs to local families. As the business continues to grow, the owners are looking to shift routine operational and administrative duties off their plates so they can focus on program delivery, community relationships, and strategic growth.

We are seeking a proactive, highly organized Operations & Administrative Assistant to serve as a reliable backbone for the franchise. This broad role offers varied day-to-day responsibilities—from organizing financial records and managing HubSpot email campaigns to scheduling and outbound sponsorship outreach.

The goal isn't just executing tasks on a checklist. Over time, you will master the seasonal rhythms of the business, anticipate deadlines, and take full ownership of recurring administrative workflows.

Key Responsibilities

Administrative & Operations Management:

Execute recurring administrative tasks, keep digital files organized, and manage routine data entry.
Track project deadlines and keep operational information accurate and easily accessible.
Coordinate cross-functional activities across different franchise departments to keep operations seamless.

Scheduling & Program Support:

Maintain operational calendars, track registration periods, and organize player, team, and roster data.
Proactively identify and flag scheduling conflicts or upcoming program deadlines.
Assist in seasonal transitions, ensuring the business is prepared for active sports leagues.

Payroll, Bookkeeping & Invoicing Support:

Gather, verify, and organize documentation required for payroll processes.
Support routine bookkeeping tasks: organize receipts, categorize transactions, and archive financial records.
Prepare, process, and monitor invoices; conduct polite follow-ups on outstanding balances and flag discrepancies confidentially.

Marketing & Customer Communications:

Create, format, and deploy targeted emails and recurring newsletters via HubSpot.
Maintain clean contact lists and thoroughly proofread customer communications (verifying links, registration details, and calls to action).
Support communications for upcoming sports seasons, local events, and registration drives.

Sponsorship Outreach:

Research local businesses and manage outbound prospective sponsor outreach via phone and email using standard messaging.
Maintain an outreach log, handle basic follow-ups, and schedule call briefings between promising prospects and franchise owners.
Confidently speak with business owners and community decision-makers.

Qualifications:

Experience: Proven track record as an Administrative Assistant, Virtual Assistant, Operations Assistant, Executive Assistant, or Office Administrator (preferably supporting small businesses, entrepreneurs, or franchises).
Financial Admin: Prior exposure to invoicing, basic bookkeeping, payroll coordination, or financial record-keeping is strongly preferred.
Communication Skills: Professional, fluent written and spoken English. Comfortable making cold and warm outbound phone calls to local business owners.
Technical Aptitude: Experience with CRMs and email marketing tools (HubSpot experience is a major plus); quick to pick up new business software.
Organization: Detail-oriented, self-directed, and capable of prioritizing tasks across multiple areas without constant supervision.
Industry Background: Prior experience in youth sports, recreation, events, education, or membership-based businesses is helpful, but not required.

What Success Looks Like

Within your first few months, the owners should experience a direct weight lifted off their calendars:

Flawless Execution: Invoices remain up to date, marketing emails drop on schedule, and payroll data is organized systematically.
Proactive Ownership: You anticipate seasonal deadlines and initiate tasks (like sponsorship follow-ups or registration updates) before being asked.
Owner Alignment: Franchise owners can redirect their energy away from backend administration and back into growth, community engagement, and family satisfaction.

Part-time Operations & Admin Assistant - 21301