Operations Assistant

Position Summary

The Operations Assistant provides administrative and operational support to the Operations team, with primary responsibility for coordinating registrations and supporting the delivery of live virtual and in-person training programs.

This is a detail-oriented, process-driven role that requires strong organization, accuracy, follow-through, and the ability to manage multiple responsibilities independently. The Operations Assistant helps ensure a smooth participant experience by maintaining registration records, sending timely communications, tracking attendance, and assisting with training logistics.

The position also supports the Director of Operations and Operations Manager with company events, client gifts, administrative projects, and other operational needs.

Part-time, approximately 20 hours per week, depending on operational needs. Specific working hours and schedule will be determined based on the needs of the position and the selected candidate’s availability.

Key Responsibilities

Training Registration Administration

This is the primary responsibility of the position.

• Process registrations for live virtual and in-person training programs.
• Maintain accurate training rosters and participant records.
• Enter billing information and route applicable registrations for invoicing.
• Send timely registration confirmations and training details to participants.
• Distribute Zoom access information for virtual trainings and event information for in-person trainings.
• Track registration payments and assist with follow-up on outstanding payments as directed.
• Confirm that registered participants have the information and access needed to attend their training.
• Monitor registration activity and communicate relevant updates or concerns to the Operations Manager.
• Review records and communications carefully to ensure information is accurate before it is finalized or sent.

Training Delivery Support

• Create and manage Zoom meetings for live virtual training sessions.
• Assist with pre-training preparation, including participant communications, materials, links, and logistics.
• Briefly join live virtual trainings as needed to record participant attendance.
• Maintain complete and accurate attendance records.
• Assist with post-training activities, including attendance reporting, documentation, and follow-up communications.
• Support logistics for in-person training programs and company events.

General Operations Support

• Support the Operations Manager and Director of Operations with administrative and operational projects.
• Coordinate welcome packages and gifts for new and renewing clients.
• Assist with company mailings, including holiday cards and similar projects.
• Communicate scheduling and logistical information for employee headshots, including coordination with the photographer when applicable.
• Assist with planning and logistics for company retreats, in-person trainings, and other events.
• Complete special projects and additional operational tasks as assigned.

Qualifications

• Strong organizational and administrative skills.
• Exceptional attention to detail and accuracy.
• Clear and professional written and verbal communication.
• Ability to manage multiple priorities, deadlines, and ongoing tasks.
• Ability to follow detailed procedures consistently and accurately.
• Ability to work independently after receiving appropriate training.
• Sound judgment and the ability to recognize when clarification or escalation is needed.
• Strong follow-through and reliability.
• Comfort completing repetitive, process-driven work while maintaining accuracy.
• Proficiency with Microsoft Office, Google Workspace, Zoom, and other online business systems.
• Previous experience in administrative support, training coordination, event coordination, or operations support is preferred.

Success in This Role

The successful Operations Assistant will be someone who:

• Works carefully and with intention.
• Learns new processes quickly and follows established procedures.
• Keeps accurate records and notices when something does not look right.
• Communicates questions or concerns promptly.
• Takes ownership of assigned responsibilities.
• Can be trusted to complete work accurately without requiring ongoing review.
• Remains organized and dependable when priorities shift or multiple tasks are in progress.

Pay: $20.00 - $25.00 per hour

Expected hours: 10.0 – 25.0 per week

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Chattanooga, TN 37405

Salary : $20 - $25