Administrative Operations & Digital Support Specialist

Administrative Operations, Newsletter & Website Support Reports to: Program Manager & Assistant Practice Manager Location: Remote PURPOSE OF THE ROLE We are looking for a highly dependable, resourceful, and detail-oriented Operations & Digital Support Specialist who loves getting things done. This person will support our team across a variety of administrative, operational, and digital tasks — from managing recurring processes and updating spreadsheets to creating newsletters, making website updates, organizing information, and solving the unexpected problems that come up along the way. This is not a role for someone who needs every step mapped out for them. We are looking for someone who can receive an outcome, understand what needs to happen, find the necessary information or resources, and take ownership of getting it across the finish line. Some responsibilities will be recurring and process-driven. Others may begin with: “Can you figure out how to do this?” The right person will enjoy both. ? CORE ORIENTATION: RESOURCEFUL, RELIABLE & ACTION-ORIENTED A major part of this role is being someone the team can depend on. You don’t need to know how to do everything on Day 1. You do need to be willing and able to figure things out. When you encounter something you don’t know how to do, your first instinct should be to: • Investigate the problem • Search for an answer • Review existing documentation or SOPs • Use available technology and AI tools • Test possible solutions • Ask thoughtful questions when genuinely needed • Take action We value people who come back with: “Here’s what I found, and here’s what I recommend we do.” rather than: “I don’t know how to do that.” ? CORE RESPONSIBILITIES 1. Administrative & Operational Support A significant part of this role is providing reliable, detail-oriented administrative and operational support across the business. Responsibilities may include: • Updating spreadsheets and trackers • Entering, organizing, and verifying information • Maintaining CRM records • Creating and updating client/member records • Organizing documents and files • Preparing forms and reports • Tracking participation, sessions, or other program information • Sending scheduled forms and reminders • Updating internal documentation • Creating summaries from meeting or session transcripts • Supporting invoicing, expense tracking, and administrative reporting • Completing bulk updates or repetitive operational tasks accurately • Assisting team members with miscellaneous administrative needs as they arise Some tasks may involve large amounts of information or repetitive processes, so accuracy and attention to detail are critical. We need someone who can be trusted to complete both small and large tasks carefully, even when there are many moving pieces. ? 2. Task & Process Ownership You will be responsible for making sure assigned work doesn’t disappear simply because no one reminded you about it. That means: • Maintaining your own reliable task-management system • Tracking recurring responsibilities • Remembering deadlines and follow-ups • Following through until tasks are actually complete • Keeping SOPs and documentation organized • Noticing when a recurring process has been missed • Communicating proactively when something is delayed or blocked • Looking for ways to make repetitive processes more efficient We are looking for someone who can increasingly own an area of responsibility, rather than waiting for a new instruction at every step. If something is assigned to you, the team should be able to trust that you will remember it, manage it, communicate about it, and see it through. ? 3. Problem Solving & Special Projects The responsibilities of this role will vary depending on what the business needs. You may be asked to: • Research a new tool • Figure out how to accomplish something in an existing platform • Clean up or reorganize information • Perfo