Operations and Program Administrator

Who we are

We are a small and growing consulting, training, and coaching company, based in the Bay Area. Our focus is on transformational work in the leadership and organizational space. We are passionate about the work we do, bringing heart, emotional intelligence and deep personal and professional development work leadership and the workplace. 

​Organizations are our venue, but the work we do combines the highly practical with relationship skills, self awareness and wholeness. We are a creative and dynamic team, looking for the right person to join us and help us grow as we expand our team and our business in the coming year.

Role Summary: Operations and Program Administrator

In this role you will work closely with the founders of Aurum to develop and administer systems related to our ongoing coaching and training programs and internal operations. 

We are looking for an organizer/planner/administrative wiz to help us establish systems and processes that will serve as the foundation of our internal operations. We are a small coaching and consulting company, currently running in start-up mode. We have grown fast, and our current ways of operating have reached their limits. This role is for someone who loves to figure out systems, set up processes, and create something that will grow and thrive for years to come. At Aurum we roll up our sleeves, and pitch in, often across roles. As it goes with a startup, sometimes that means communicating with clients, and other times it means running errands. We are building something with a powerful mission, to bring love, emotional intelligence and authenticity into organizations and leadership. And we also have to wash the dishes. 

​During an average week, the Operations Administrator will be communicating with coaches, clients and Aurum founders, hosting zoom meetings, managing organizational projects, evaluating processes, identifying gaps, and establishing processes that enable our business to expand and scale sustainably. The right candidate is one who takes initiative, cares about the work we do, and is eager for the opportunity to create wide-reaching, positive impact in a fast growing small company.

Responsibilities

• Improve or develop general internal operations systems
  
• Improve and manage document storage systems
  
• Serve as administrative manager for Aurum year-long training programs 
  
• Plan, schedule, and prepare meetings, conferences, zoom meetings, and travel.
  
• Manage some basic QuickBooks functions - create and send invoices, log receipts, pay invoices 
  
• Prepare reports (MSFT Excel, Google Sheets, and Google Docs) by collecting and analyzing information.
  
• Complete general administrative projects 
  
• Maintain customer confidence and protect operations by keeping information confidential.
  
• Support client programs and communication. 
  
• Support with editing and proofreading client materials, website content, proposals, and educational materials. 
  
• Support Aurum founders where needed
  

Requirements

• Must Have: 3+ years of experience in a project management or operations management role, preferably in the professional services domain 
  
• Experience in the professional services/coaching/consulting/B2B space is essential - supporting consulting, training or coaching operations
  
• Tech savvy, fast learner of new technologies and platforms
  
• Proficiency with spreadsheets
  
• Basic skills in QuickBooks for creating and sending invoices, logging receipts, paying invoices 
  
• Excellent written communication and eye for detail 
  
• Proficient in GSuite, including Google Sites, Google Drive, Google Slides, Google Calendar
  
• Able to work remotely and in-person locally in San Rafael - position is about half and half
  
• Zoom proficiency - hosting meetings, breakout rooms, knowledge of available tools 
  

Personal attributes

• ​We are looking for someone with high emotional intelligence who loves to organize, create systems, communicate and contribute in significant ways.
  
• You need to be highly motivated, be able to both ‘own’ and drive projects forward. We are a small team, and we know how much positive relationships matter. We are committed to open, honest communication, and our culture supports each person to bring out their best qualities while continuing to grow our capacities. 
  
• Fairly often you will be interacting directly with a wide range of individuals, from high-profile clients to our facilitators and coaches, to the company’s co-founders to CEOs of organizations who are seeking our services. You will need to hold your ground with professionalism and grace, and keep things moving forward for us. 
  
• Communication is key to this role. You’ll be communicating both verbally and in writing, and will be creating and editing written content for a variety of purposes. 

The personal qualities and professional skills we look for are:

• Excellent communication skills
• Exceptional organizational skills
• Superb professionalism
• Willingness to learn
• Self-directed, motivated 
• Thorough
• Self-aware 
• Driven by excellence 
• Creative 
• Flexible 
• Humor 
• Integrity and professional presence

Location

This position is based in San Rafael close to the Richmond Bridge and it is a half on-site, half remote position.

Compensation

This is a full-time position with a salary of $55 to $65k based on experience plus benefits.
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Interested in working with us?