Operations Coordinator

Operations Coordinator at Kids Cartoon Academy
Detail-Oriented | Fast-Moving | Systems + Execution

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THE ROLE

You're the kind of person who doesn't just follow the playbook. You follow it, find the gaps, and make the playbook better for the next person.

In this role, you'll be the driving the execution behind the scenes at Kids Cartoon Academy: building in Kajabi, managing inbox support, executing launch checklists, and keeping the moving pieces organized and correct.

This isn't a role where you sit around waiting for instructions. You'll be trusted with real systems, real deadlines, and work that directly affects thousands of families.

The strategic purpose of this hire: You'll take over execution tasks from our Current head of operations so that he can focus on systems improvement and automation. Your success = his ability to level up = the company's ability to scale.

If you're the kind of person who gets pride from things running smoothly because you exist, keep reading.

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WHY THIS WORK MATTERS

Kids Cartoon Academy exists to help creative kids ages 7–14 hold onto their creative spark in the years when most lose it to perfectionism, busier schedules, and self-doubt.

We don't treat art as a throwaway hobby. We help kids become confident artists who feel like they belong.

That means this role is bigger than "admin."

Your attention to detail directly impacts:

- Whether a parent can log in without frustration
- Whether a launch runs smoothly
- Whether a child gets access to the class that changes their confidence

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WHAT SUCCESS LOOKS LIKE

By end of month 1: Own and execute all recurring Kajabi operations independently. Landing pages, checkout flows, offers, email broadcasts, and membership settings.

By end of month 2: Assist with product launches and customer support tasks with 95?curacy and independence; minimal need for correction or oversight.

By end of month 6: Reduce our Head of Operations' execution task load by 80%, enabling his full transition to Operations Manager.

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WHAT YOU'LL OWN

You will support the Operations Coordinator and Founder by executing established workflows across Kajabi, email, customer support, and launches. Some responsibilities are daily (inbox + support). Some are project-based (Kajabi builds + launches). And some days you'll be pulled in five directions as priorities shift. That's normal here.

As you learn our systems, you'll also be expected to document and refine them. If an SOP is unclear or outdated, you update it. If a process doesn't exist yet, you create one. Your job isn't just to follow the playbook; it's to make the playbook better over time.

Kajabi Operations & Implementation

- Implement landing pages, checkout flows, and product pages using provided content
- Set up offers, tripwires, order bumps, and upsells exactly to spec
- Update pricing, product settings, access rules, and membership configurations
- Run test purchases and QA checkout flows before launches
- Troubleshoot basic Kajabi issues independently (and document what you learn)


Email Broadcasts & Scheduling

- Build email broadcasts inside Kajabi using Notion drafts
- Format emails with correct links, images, spacing, and styling
- Schedule campaigns and sequences with correct timing
- Maintain email list hygiene, tags, and segmentation support

Customer Support (Gmail + Kajabi)

- Handle daily inbox triage in Gmail
- Respond to routine questions using templates + SOPs
- Locate member accounts and purchases in Kajabi
- Escalate complex issues with clarity and context

Launch Support & Coordination

- Execute launch checklists and timelines
- Coordinate assets and deliverables across tea ---------- mbers
- Follow up on deadlines so things don't slip quietly

Admin + Internal Operations

- Maintain organized file structures in Google Drive, Canva, and Notion
- Track tasks across Slack, Asana, and Notion

SOPs & Process Documentation

- Create new SOPs as you learn tasks that aren't yet documented
- Update existing SOPs when processes change or when you find gaps
- Add screenshots, clarifications, and edge cases so a future hire could follow them without asking questions

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WHO THIS ROLE IS FOR

Exceptionally detail-oriented.
You notice broken links, wrong dates, missing tags. You catch mistakes before they go live. You treat every launch like a final exam.

Fast-moving and self-sufficient.
You don't wait for instructions. After initial training, you use documentation, AI tools, and your own resourcefulness to solve problems. But you also know when to raise your hand early; you've got good judgment about "I can figure this out" vs. "I should ask before going further."

Turns mistakes into systems.
When you make a mistake, you don't just fix it. You build a checklist or safeguard so it never happens again. Over time, your work gets more reliable because you're constantly closing gaps.

Highly organized across shifting priorities.
KCA moves fast. Priorities change. You'll be asked to do many different things at different times. You have strong personal systems; task lists, calendars, trackers to manage it all without dropping balls.

Welcomes direct feedback.
You don't just tolerate criticism. You actively want it because it's the fastest way to get better. You apply feedback immediately and visibly. You don't need to be told the same thing twice.

Embraces continuous improvement.
You understand that KCA is a rapidly improving company where the bar keeps rising and the role will continuously evolve. That excites you, not exhausts you.

AI-fluent.
You use ChatGPT or Claude daily to draft, troubleshoot, create SOPs, and move faster. You see AI as a tool to multiply your output, not a novelty.

Reliable.
When you say done, it's done-done. When it's assigned, it won't be lost. You hit deadlines. You follow through.

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WHO THIS ROLE IS NOT FOR

- You need constant direction or check-ins to stay on track
- You struggle with accuracy or tend toward sloppiness
- You don't learn from mistakes
- You get defensive when given feedback
- You prefer stable, unchanging work where you do the same thing every day
- You avoid ownership or hope someone else will catch your mistakes

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COMMUNICATION STYLE

KCA runs primarily on async communication; Slack, Notion, and Asana. You're a clear, organized written communicator who doesn't need a meeting to move things forward.

That said, during active shifts you respond quickly to urgent Slack messages and can hop on Zoom calls or team huddles as needed.

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SKILLS & TOOLS

Required or can learn quickly:

- Kajabi: offers, products, landing pages, email broadcasts, checkout flows
- Gmail: inbox management + customer responses
- Google Workspace: Docs, Sheets, Calendar
- Notion: SOP navigation + task tracking (willing to learn)
- Asana: task execution + updates (willing to learn)
- Zoom: links, settings, meeting setup
- Canva: basic organization + simple thumbnails
- AI tools: ChatGPT or Claude for problem-solving
- Strong written English: clear, professional, kind communication

Bonus

- Online courses or membership experience
- Customer support background
- Email marketing / launch execution experience

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WHY THIS ROLE IS WORTH YOUR TIME

Direct impact: Your work helps thousands of kids build real creative confidence.

Growth opportunity: You'll work closely with the Head of Operations and Founder who are scaling the business. As you master our systems, you can grow into more responsibility and higher compensation based on results.

Small but powerful team: Kids Cartoon Academy has grown from 15 kids to 1,300+ members, with a goal to reach 3,000 by 2026.

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HOW TO APPLY

At the top of your application, write "Creative Spark".

When applying, use 10 Apply Points.

Then answer the questions below. Keep answers clear and specific.

1. Link your resume

2. Why do you want to work for a kids' art education company?

3. Tell me how you've been investing in your own professional skills lately and what you've been learning.

4. Tell me about a specific mistake you made at work that affected someone else (a customer, a boss, a team). What was the mistake, what was the consequence, and what system, checklist, or process did you put in place to make sure it never happened again? Be specific. Please explain exactly what the system was.

5. Tell me about a piece of critical feedback you received from a boss or colleague that was hard to hear. What was the feedback, and what specifically did you change as a result? How long did it take you to change it?

6. How do you personally keep track of your tasks, deadlines, and priorities? Please don't just tell me what tools you use. Describe your actual system. Walk me through what happens when you're assigned a new task: where does it go, how do you d ---------- when to do it, how do you make sure it doesn't get lost?

7. Give me a specific example where you used AI (ChatGPT, Claude, etc.) to solve a work problem that would have taken you significantly longer without it. What was the problem, what prompt or approach did you use, and what was the output? Please don't say "I use it for emails." Provide a real example with details.

Shortlisted candidates will be invited to an async video interview as the next step.