Operations Administrator

What You'll Own

Community & CRM Operations

• Own and maintain the YPN member CRM — data integrity, tagging, and follow-up status across all contacts
• Process new member onboarding: confirmation emails, welcome sequences, and member database entry
• Track member engagement and flag at-risk or inactive members for re-engagement outreach
• Manage event RSVP lists, waitlists, and capacity tracking across all YPN events

Partnership & Outreach Support

• Maintain the YPN partnership pipeline tracker — status, next steps, and contact history for all institutional partners
• Draft and send partnership outreach emails on behalf of Co-Founder with custom personalization
• Schedule and coordinate meetings with external partners, venues, and vendors
• Prepare briefing notes and talking points before all key partnership meetings

Event Operations

• Build and manage event runsheets, day-of logistics checklists, and vendor coordination documents
• Coordinate with venue contacts, photographers, caterers, and AV — confirm 48 hours before every event
• Manage post-event follow-up sequences: attendee thank-yous, feedback surveys, and data capture
• Track and report event KPIs: attendance, fill rate, NPS, revenue, and new member conversion

Executive Support & Admin

• Manage Co-Founder's YPN-related calendar, scheduling, and priority task list
• Prepare and organize weekly operational reports — member growth, pipeline status, upcoming event snapshot
• Build and maintain SOPs for recurring YPN processes so nothing depends on one person
• Handle inbound inquiries from members, prospective members, and sponsors with timely, on-brand responses

Automation & Systems

• Build and maintain automated workflows in Make or Zapier for event follow-ups, member onboarding, and partner outreach
• Audit existing YPN tools monthly and identify gaps, redundancies, or upgrade opportunities
• Maintain a clean, documented tech stack so any team member can navigate YPN's systems

Required Qualifications

• Exceptional organizational skills — you are the person who never drops a ball
• Strong written communication — your emails are clear, professional, and on-brand without needing edits
• Proficiency in Notion, Airtable, or similar project management tools
• Comfortable with Google Workspace at a high level
• Self-starter — you identify what needs to be done and do it without waiting to be asked
• Discretion and professionalism — you will have access to sensitive partner and member information

Nice to Have

• Experience with Zapier, Make, or any workflow automation tool
• Familiarity with email marketing platforms (Mailchimp, Beehiiv, or similar)
• Prior experience in a startup, community org, or fast-paced environment
• Event coordination or logistics background
• Basic data reporting or dashboard experience

Ideal Background

• UW iSchool, Foster School of Business, or Communications
• Junior or Senior preferred; strong Sophomores considered
• Campus org leadership, event management, or operations experience
• Any client-facing or executive support role in past work history

What Success Looks Like

First 30 Days:

• CRM fully cleaned and updated with all current members tagged and segmented
• Partnership pipeline tracker built and current across all active targets
• First automated post-event follow-up sequence live and tested
• All recurring event SOPs documented in Notion

First 90 Days:

• Running all event operations end-to-end with minimal Co-Founder input
• Full outreach pipeline managed and updated weekly
• Monthly operational report template built and delivered
• 3 automated workflows live and functioning

Benefits

• Access to all signature events
• Direct mentorship from Co-Founder
• Letter of recommendation
• Portfolio-building across real operations
• Seattle professional network access