Operations Coordinator / Administrative Associate

Position Summary

We are seeking a multi-talented Operations Coordinator / Administrative Assistant to provide wide-ranging support across operations, logistics, partner fulfillment, internal administration, conference prep, and project coordination. This vital team member will work directly with the senior management team, helping to ensure that all aspects of our growing organization run smoothly.

You’ll be the go-to person for organizing shipments, managing calendars, tracking key projects, and maintaining a high-functioning, well-supplied office. You should be someone who thrives in a fast-paced, purpose-driven environment and who is passionate about supporting meaningful education work.

Key Responsibilities

Administrative & Project Coordination

● Maintain and track internal calendars, timelines, and meeting schedules

● Take and organize notes during departmental and strategic meetings

● Support and organize conference, training, and site visit logistics, including agendas,

materials, and shipments

● Provide direct administrative support to the Sr. Director of Strategy & Operations and team overall

● Monitor shared company inboxes and respond professionally to time-sensitive inquiries

● Input leads, contacts, organizations and related data in Insightly tool, post conferences

and as needed based off demand

Operations & Partner Fulfillment

● Coordinate, fulfill and drop off shipments from the office (education materials, guides, marketing materials, sample packages, etc.)

● Track warehouse shipments to education partners

● Monitor, manage, and report on inventory; anticipate needs and reorder proactively

● Maintain and enforce timelines for all partner, event, and product shipments

● Troubleshoot fulfillment or vendor issues, and ensure proper delivery of products to partners

● Collaborate with print vendors and designers for production and distribution of new materials

● Track deliveries, update related systems and communication, support with pallet shipments for large events

Partner Communication & Liaison

● Communicate with schools, districts, and vendors with clarity and professionalism, as it relates to orders, sample shipments and general inquiries

● Represent WRiTE BRAiN as a site visit/training support specialist when needed

Office & Environment Management

● Key holder for opening/closing office; follow daily procedures

● Keep the office stocked and organized (supplies, snacks, print materials, etc.)

● Maintain a clean and professional office environment

Who You Are

● A clear communicator

● Highly organized multitasker

● Comfortable adapting to shifting priorities and project needs

● Unflappable under pressure and self-directed in managing responsibilities

● Detail-oriented with a calm, problem-solving approach

● Genuinely excited to support education partners and elevate student outcomes

● Strong team player with a “no task too small” mindset

● Comfortable with casual non corporate environment

● You are someone who read this JD thoroughly to know a CL is required to apply

Qualifications

● 5 years of experience in operations, administration, project coordination, or logistics (education experience preferred but not required)

● Strong writing skills and clear, professional email etiquette

● Proficient in Google Suite, Mac OS, Microsoft Office, CRMs (Insightly preferred), PandaDoc, Asana (project management tools), Able to integrate AI into work functions

● Experience managing vendors, inventory, or shipments a plus

● Physically able to pack, load, unload education materials for shipments and related pre and post conference materials

● Must have your own car and be located in the Los Angeles metropolitan area

● Availability to travel occasionally for events, conferences, trainings and deliveries

Work Environment & Benefits

● Part-time (25 hours per week) to start leading to Full Time (Salaried Exempt) position

● Competitive Hourly Rate Based Off Experience

● We Provide a uniquely fast track growth potential, including future eligibility for Full-Time employment

● In-person role in our Hollywood office

● Candidates must be comfortable working in a team-oriented, in-office environment where collaboration and communication are key

To Apply

• Please send your resume and cover letter to: stephanie @ writebrainworld.com