Program Operations Coordinator - Freelance, Remote
About the Client
An established U.S.-based tax relief and audit representation firm supports business owners facing complex IRS issues. They also deliver a growing executive education and member community focused on audit defense excellence and peer learning. The culture values trust, accuracy, confidentiality, and clear communication while providing high-touch virtual and in-person experiences.
Why does this role exist?
This role exists to operationalize and flawlessly execute an already-defined annual program calendar across a multi-program education and community ecosystem. The Founder sets the strategy and priorities; your mission is to translate those plans into on-time delivery, airtight logistics, and smooth member experiences without anything falling through the cracks. It is an execution-first role—not strategy, program design, partnerships, or general EA work—and is critical to maintaining consistency, quality, and scale across programs and events.
The Impact you’ll make
Program and Calendar Execution
- Own and manage the annual educational calendar once set by leadership
- Execute project plans, drive timelines, and keep cross-functional contributors on deadline
- Proactively identify and resolve scheduling conflicts, dependencies, and risks
Faculty and Curriculum Logistics
- Coordinate faculty/experts scheduling, prep, materials, and communications
- Manage curriculum logistics and asset readiness (slides, handouts, pre-work, recordings)
- Serve as the central point of contact for recruited speakers and expert network logistics
Event and Member Experience
- Produce virtual and in-person experiences end-to-end (run-of-show, tech checks, on-site flow)
- Manage event logistics and vendors (venues, A/V, platforms, catering, travel as needed)
- Run member onboarding, engagement, and renewal workflows using established playbooks
Marketing and Reporting
- Coordinate with marketing on launches and enrollment campaigns per calendar
- Track and report program revenue, expenses, enrollment, attendance, engagement, and retention
- Maintain dashboards and post-event reporting; relay insights to inform iterative improvements
Systems and Day-to-Day Operations
- Maintain and refine SOPs and repeatable operating systems
- Run the project-management system to ensure daily accountability and task clarity
- Flag risks, gaps, and issues to the Founder quickly with proposed next steps
Skills, Knowledge and Expertise
Required:
- 2–5 years coordinating operations for established programs such as professional/executive education, associations/membership communities, certification/CPE, masterminds, or conference/live event series
- Proven experience producing events and managing vendors
- Hands-on project management using a PM platform (e.g., Asana/ClickUp/Trello) and SOP ownership
- Demonstrated coordination with faculty/experts/speakers and cross-functional teams (e.g., marketing)
Your superpowers are...
- Technical: project management tools; calendar and capacity planning; CRM/membership or LMS familiarity; spreadsheets/dashboards for tracking metrics; virtual event platforms (e.g., Zoom) and run-of-show production; documentation and SOP maintenance
- Soft skills: detail-obsessed, operational rigor, proactive risk-spotting, clear and diplomatic communicator, vendor/stakeholder management, follow-through, time management under deadlines, calm under pressure
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You’re an operator who loves making a defined plan happen and being measured on execution quality and timeliness
- You thrive in member/community and education environments and enjoy coordinating many moving pa