Executive Assistant & Operations Coordinator (Marketing + Systems Focus)

This is a remote position.

PLEASE CAREFULLY READ ALL THE DETAILS BEFORE APPLYING*

Job Title: Executive Assistant & Operations Coordinator (Marketing + Systems Focus)

Work Type:

• Remote/WFH
• Part Time 20 Hrs Per week

Working Hours: AZ Business Hours M-F

Start Date: ASAP

JOB OVERVIEW:

We are seeking a highly organized and proactive Executive Assistant & Operations Coordinator to support the launch and growth of the client’s Learning Network and Global Education Network.

This role will focus on directory setup, billing systems, lead capture, and email marketing, helping build the operational backbone of a growing education platform.

JOB ROLE & RESPONSIBILITIES:

Core Responsibilities (PRIORITY TASKS)

1. Directory & Vendor Setup (HIGH PRIORITY)

• Upload and organize vendors into the AZ Innovative Learning Directory
• Ensure each listing includes:
  • Description
  • Category/tagging
  • Contact details
  • Website/social links
• Maintain accuracy and consistency across all listings

2. Billing & Membership Setup

• Set up and manage vendor and/or family membership billing
• Track payments and active members
• Help organize pricing tiers ($10 / $20 plans)
• Ensure smooth onboarding and payment tracking

3. Lead Capture & CRM Management (CRITICAL)

• Capture incoming leads from website (forms, inquiries, downloads)
• Organize leads into simple tracking system or CRM
• Tag and segment leads (families, vendors, partners, ASI prospects)
• Ensure timely follow-up workflows are in place

4. Email Marketing & Newsletter Management

• Build and manage mailing lists for:
  • Families
  • Vendors
  • Partners
• Create and schedule:
  • Newsletters
  • Announcements
  • Campaign emails
• Use Constant Contact (or similar platform)

5. Light Website & Content Support

• Assist with updating website content (directory, resources, landing pages)
• Upload blog posts, resources, and updates
• Ensure consistency and accuracy

JOB REQUIREMENTS:

Ideal Candidate Profile

We are looking for someone who is:

• Extremely organized and detail-oriented
• Comfortable working with systems and data
• Proactive and able to work independently
• Strong in written English
• Comfortable with marketing tools and email platforms

Required Skills

• Experience with:
  • Data entry / directory management
  • Email marketing tools (Constant Contact preferred)
  • Basic CRM or lead tracking systems
• Strong attention to detail
• Ability to follow processes and improve them
• Canva (basic graphics for emails/newsletters)
• Website editing (Wix or similar)

Bonus Skills (Nice to Have)

• Experience with membership or subscription platforms