Program Operations Coordinator
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Job Description
Program Operations Coordinator executing executive education, member onboarding, and live events for a U.S.-based tax relief and audit representation firm. Managing calendars, logistics, vendors, reporting, and operating systems.
Responsibilities:
- Own and manage the annual educational calendar once set by leadership
- Execute project plans, drive timelines, and keep cross-functional contributors on deadline
- Identify and resolve scheduling conflicts, dependencies, and risks
- Coordinate faculty and expert scheduling, preparation, materials, and communications
- Manage curriculum logistics and asset readiness, including slides, handouts, pre-work, and recordings
- Serve as the central contact for recruited speakers and expert network logistics
- Produce virtual and in-person experiences end-to-end, including run-of-show, tech checks, and on-site flow
- Manage event logistics and vendors, including venues, A/V, platforms, catering, and travel as needed
- Run member onboarding, engagement, and renewal workflows using established playbooks
- Coordinate with marketing on launches and enrollment campaigns
- Track and report program revenue, expenses, enrollment, attendance, engagement, and retention
- Maintain dashboards and post-event reporting; relay insights for iterative improvements
- Maintain and refine SOPs and repeatable operating systems
- Run the project-management system to ensure daily accountability and task clarity
- Flag risks, gaps, and issues to the Founder quickly with proposed next steps
Requirements:
- 2–5 years coordinating operations for established programs such as professional/executive education, associations/membership communities, certification/CPE, masterminds, or conference/live event series
- Proven experience producing events and managing vendors
- Hands-on project management using a PM platform (e.g., Asana/ClickUp/Trello) and SOP ownership
- Demonstrated coordination with faculty/experts/speakers and cross-functional teams (e.g., marketing)
- Experience with project management tools, calendar and capacity planning, CRM/membership or LMS, spreadsheets/dashboards, virtual event platforms (e.g., Zoom), run-of-show production, documentation, and SOP maintenance
- Detail-obsessed, operational rigor, proactive risk-spotting, clear and diplomatic communication, vendor/stakeholder management, follow-through, time management under deadlines, and calm under pressure
- Computer with at least 8GB RAM and Intel i5 or AMD Ryzen 5 processor or higher
- Internet speed of at least 40MBPS
- Headset with extended noise-cancelling mic and webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
- Reliable internet connection
- Required to provide own computer with Intel Core i5 or similar or higher operating system
- Availability for 40 hours per week, Monday–Friday, U.S. Business Hours
Benefits:
- No benefits package included
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