Operations Assistant

About the Role

We’re looking for a highly organized, proactive, and dependable Operations Assistant to help keep our tutoring company running smoothly behind the scenes. This role sits at the center of our day-to-day operations, supporting the people, processes, and systems that enable us to deliver an excellent experience for our students and families.

You’ll work closely with our customer service team, administrative staff, and tutors to ensure tasks are completed, communication is clear, issues are addressed promptly, and nothing falls through the cracks. From coordinating team activities and tracking outstanding tasks to improving workflows and solving day-to-day problems, you’ll play an important role in keeping the business organized and operating efficiently.

The ideal candidate is someone who takes ownership, follows through, communicates well, and enjoys bringing structure to a fast-moving environment.

Key Responsibilities

Team Coordination & Support

• Coordinate the day-to-day activities of our customer service, administrative, and tutoring teams.
• Help ensure team members are clear on their responsibilities, priorities, and outstanding tasks.
• Follow up on action items, deadlines, and unresolved issues to ensure timely completion.
• Support onboarding, training coordination, and ongoing communication with team members.
• Serve as a reliable point of contact for operational questions and day-to-day challenges.
• Identify gaps in communication, accountability, or processes and help ensure they are addressed.

Tutor & Scheduling Operations

• Help coordinate tutor availability, scheduling, and related administrative processes.
• Monitor tutor-related tasks and follow up on missing information, documentation, or outstanding requirements.
• Assist with resolving scheduling conflicts, tutor changes, and other operational issues.
• Help maintain accurate tutor records, internal documentation, and operational trackers.
• Support consistent communication between tutors, internal teams, and families when needed.

Customer Service & Administrative Support

• Support the customer service team in managing workflows, follow-ups, and outstanding customer requests.
• Help ensure inquiries, concerns, and administrative tasks are handled promptly and routed to the appropriate person.
• Monitor open issues and follow up to ensure they reach a resolution.
• Assist with maintaining accurate student records, internal systems, and company documentation.
• Provide administrative support across the business as priorities and needs evolve.

Systems, Processes & Continuous Improvement

• Maintain and update internal trackers, task lists, documentation, and operational systems.
• Help establish and maintain clear, repeatable processes for recurring tasks.
• Identify inefficiencies, recurring problems, and opportunities to improve how the team operates.
• Assist with implementing process improvements and ensuring new procedures are followed consistently.
• Keep leadership informed of operational bottlenecks, emerging issues, and items requiring attention.

Qualifications & Skills

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• A proactive, resourceful approach to problem-solving.
• Strong follow-through and the ability to manage multiple tasks without losing track of details.
• Comfort coordinating with different people and teams while keeping work moving forward.
• Ability to prioritize competing needs and adapt when circumstances change.
• Confidence using digital tools, spreadsheets, task trackers, and other administrative systems.
• Good judgment when deciding what to resolve independently and what to escalate.
• A dependable, ownership-oriented mindset with a focus on getting things done.
• Experience in operations, administration, customer service, scheduling, or team coordination is beneficial.
• Experience in education, tutoring, or another service-based business is a plus.

Schedule & Availability

• Preferred working hours: 1:00–5:00 PM Pacific Time.
• Some flexibility is required to accommodate operational needs, team coordination, and time-sensitive issues.
• Reliability and consistent availability during agreed-upon working hours are important.

What Success Looks Like

• Day-to-day operations run smoothly, with fewer missed tasks, delays, and communication gaps.
• Customer service, administra…