Executive Admin & Operations Coordinator (Email, CRM & Compliance)

???? Overview

We are hiring a highly organized, detail-oriented Executive Admin & Operations Coordinator to support a growing business managing international au pair placements and professional training programs.

This is not a basic admin role.

You will be responsible for managing communication, tracking critical processes, maintaining systems, and ensuring compliance standards are followed. This role requires ownership, precision, and the ability to keep operations running smoothly without constant oversight.

???? Core Responsibilities
???? Email & Communication Management
Manage and respond to emails from host families and au pairs
Maintain a clear, professional, and structured communication style
Follow up consistently to ensure nothing is missed
???? Operations & Process Tracking
Track key timelines and requirements:
48-hour interviews
2-week check-ins
Monthly check-ins
Maintain and update Google Sheets trackers
Ensure all required steps are completed on time
?? Compliance & Program Guidelines
Learn and follow au pair program regulations and internal manuals
Ensure all communication and actions remain compliant
Flag potential issues or risks early
???? CRM Management (HubSpot)
Clean up and organize existing HubSpot data
Maintain accurate contact records and activity tracking
Help structure simple pipelines for tracking families and au pairs
Identify inefficiencies and suggest improvements
???? What We’re Looking For
Strong written English (clear, professional, structured)
High attention to detail
Strong organizational and process management skills
Ability to follow instructions precisely
Proactive mindset — you take initiative, not just direction
Comfortable learning systems, tools, and regulations
Calm, professional communication style
?? Important

This role requires:

Independent thinking and ownership
Consistency and reliability
Ability to manage multiple priorities

If you are looking for simple task-based work only, this role is not a fit.

???? Application Process (REQUIRED)

To apply, you MUST complete ALL steps below:

???? 1. Short Video (30–60 seconds)

Answer:

Who you are
Your experience with admin/email work
Why you are a strong fit for this role
?? 2. Email Writing Task

Write a response to this scenario:

A host family has not completed their required check-in.
You need to follow up in a professional, clear, and firm tone.

???? 3. Organization Task

Answer this:

You are managing multiple host families and au pairs in different stages (new, interviewing, active, issue, completed).

How would you organize and track them to ensure nothing is missed?

???? Applications missing ANY of the above will NOT be reviewed.
???? Final Instruction

Include the word “Precision” in your application subject line.

???? Compensation

Based on experience (please include your hourly rate)

?? Hours

Part-time to start, with potential to grow. Long-term role for the right candidate