Operations and Administrative Coordinator (Remote)

Job Description

About The Role We are seeking a highly organized and proactive Operations and Administrative Coordinator to support day-to-day business operations, member experience, systems management, and administrative processes. This role is responsible for coordinating meetings, managing CRM and internal workflows, supporting marketing initiatives, and ensuring seamless communication across teams and members. The ideal candidate is detail-oriented, tech-savvy, and comfortable working in a fast-paced remote environment while interacting professionally with executive-level clients and stakeholders. This is an excellent opportunity for someone who enjoys creating structure, improving processes, and making a meaningful impact on overall business operations. Key Responsibilities Meeting Coordination \& Member Support Coordinate and manage monthly CEO membership meetings conducted via Zoom Serve as the primary Zoom host, including meeting setup, participant management, breakout rooms, and live meeting support Provide real-time support to facilitators and members to ensure professional and seamless meeting experiences Prepare meeting agendas, materials, and supporting documentation Schedule meetings, appointments, reminders, and follow-up activities Track meeting outcomes and ensure action items are completed Assist with post-meeting communications and follow-up tasks Professionally interact with executive-level members and stakeholders CRM \& Systems Management Manage and maintain client records within Zoho CRM Ensure data accuracy and support CRM workflows and reporting Track key metrics and monitor action items across teams Support onboarding documentation and internal tracking systems Coordinate with technical teams regarding CRM updates, enhancements, and troubleshooting Implement CRM updates and adjustments based on system capabilities and business needs AI \& Knowledge Management Utilize AI tools to generate meeting summaries and key takeaways Support the creation and maintenance of internal knowledge resources Organize documentation and ensure information is easily accessible to the team Community Platform Administration Upload, organize, and maintain resources within the Circle community platform Create and update member-facing content Support initiatives designed to improve the member experience Assist with platform administration and related projects Marketing \& Content Support Identify valuable insights and content opportunities from meetings and member interactions Design flyers, one-page documents, and simple branded materials Format presentations and internal documents Support marketing initiatives and content development efforts Ensure consistency in messaging and branding across materials General Operations \& Administrative Support Assist with a variety of administrative and operational projects Support membership-related activities and internal initiatives Coordinate special projects and business priorities Identify opportunities for process improvements and operational efficiency Respond to member inquiries and provide exceptional customer service Support company growth initiatives through effective coordination and execution Graphic \& Content Design Focus Design and produce visually appealing graphics, layouts, and marketing materials using Canva, Adobe InDesign, and similar tools Create social media graphics and branded content for multiple platforms Support content planning, calendar management, and social media optimization Develop and schedule marketing emails, including drafting content and coordinating send-out timelines Maintain brand consistency across all digital marketing materials Video \& YouTube Focus Create, edit, and optimize short-form videos, reels, and social media content Design supporting graphics and visual assets for video campaigns Upload, optimize, and manage YouTube content including titles, descriptions, thumbnails, and playlists Support YouTube channel growth through content optimization and audience engagement strategies Monitor video performance metrics and recommend improvements Shared Responsibilities: Support the development and execution of marketing plans and campaigns Manage social media content planning, including calendar creation, post scheduling, and content delivery Follow content guidelines and instructions accurately to ensure consistent and high-quality output Schedule and publish posts across various social media channels Monitor social media engagement, including comments and messages, and respond when needed Maintain an organized library of content assets and ensure materials are stored and updated properly Collaborate with the team to support ongoing marketing initiatives and campaign planning Track engagement metrics and share insights to improve performance Perform other related tasks as assigned Qualifications Minimum of 3 years of experience in operations, administration, executive support, project coordination, or a related role Strong organizational skills with exceptional attention to detail Excellent verbal and written communication skills Comfortable interacting with executive-level clients and stakeholders Experience coordinating and managing virtual meetings and events Experience working with CRM systems (Zoho CRM preferred) Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) Experience with Google Workspace (Google Drive, Docs, Sheets) Familiarity with Zoom, Microsoft Teams, and virtual collaboration tools Experience using AI tools such as ChatGPT is preferred Familiarity with Canva or similar design platforms is a plus Strong problem-solving skills and ability to manage multiple priorities simultaneously Ability to work independently while collaborating effectively with a remote team Must be available to work full-time during U.S. business hours Key Traits for Success: Highly organized and process-oriented Proactive and self-motivated Professional and confident communicator Strong sense of ownership and accountability Comfortable in client-facing environments Adaptable and resourceful Detail-oriented with strong follow-through Calm under pressure and able to manage multiple responsibilities effectively What We Offer: Full-time remote work Competitive compensation Supportive team environment Long-term growth opportunities Stable work environment Perks and Benefits: HMO coverage 13th month pay Leave credits Statutory benefits following PH Labor laws Night differential pay Holiday pay If you’re looking for a long-term opportunity where your talents can shine and make a real difference, we’d love to hear from you. Apply today and our team will be in touch with the next steps! Disclaimer: This is a fully remote role, so employees are responsible for maintaining a reliable work-from-home setup, including equipment and internet connection. For Philippine-based candidates, a dependable power backup (UPS, power station, or generator) is required to ensure uninterrupted work. Proof of backup will be requested prior to onboarding. Job Types: Full-time, Permanent Pay: From Php50,000\.00 per month Benefits Health insurance Paid training Work from home Work Location: Remote