Operations Associate

Genius Academy; United States; Remote; USD 49,000 - 59,000; Full time

Job summary

Genius Academy is seeking an Operations Associate to support daily operations, production coordination, and content support in a fully remote role. You will work with colleagues across the company and report to the VP of Operations & People.

In this role you’ll manage meetings, track projects, and ensure records are current, while coordinating live sessions with actors, instructors, and partner institutions. Strong writing and AI-tool familiarity are important.

Qualifications

• Must be highly organized with proven track record of running multiple projects.
• Excellent written communication for clear updates to colleagues and partners.
• Comfortable using AI tools as part of daily work.
• Experience coordinating across teams, functions, or external partners.
• Nice to have vendor management, business compliance, or expense administration experience.

Responsibilities

• Schedule meetings, gather agenda items, build slides, and share updates; take notes and send summaries.
• Track projects with owners and next steps, keeping status current.
• Maintain operational records (vendors, insurance, registrations, expenses).
• Set up and maintain production tracking for projects, including cast/crew data and dates.
• Coordinate scheduling and communications for live sessions with actors, instructors, and partner institutions.
• Prepare first-draft supporting documentation and load into Airtable; review content for consistency.
• Turn requests into tracked tasks and flag delays or capacity issues to the VP of Operations & People.

Skills

Highly organized

Project coordination

Written communication

AI tools familiarity

Cross-team coordination

Vendor management (nice to have)

Tools

Asana

Airtable

Notion

Job description

About Genius Academy

Genius Academy is an AI-powered education company helping students build real-world professional skills through immersive simulations. Our experiences place learners in realistic scenarios where they develop the confidence and judgment needed to navigate complex human situations.

We partner with colleges and universities across the country to bring these experiences into academic programs, preparing the next generation of professionals in counseling, social work, psychology, and nursing.

What we are looking for

• Highly organized individual, with a track record of running multiple projects at once and staying on top of the details.
• Comfortable working across project tracking tools such as Asana, Airtable, and Notion, and quick to learn new ones.
• Strong written communication. Much of this role is clear, concise writing to colleagues and external partners.
• Comfortable using AI tools as part of everyday work.
• Experience coordinating across teams, functions, or external partners.
• [Nice to have] Experience with vendor management, business compliance, or expense administration.

Where and when

• This is a fully remote role, open to candidates in any location.
• Core hours overlap with US business hours and the role requires regular attendance at meetings scheduled in US time zones.

About the role

The Operations Associate supports the day-to-day running of Genius Academy across operations, production coordination, and content support. The role works with people across the company and reports to the VP of Operations & People.

Working principle

Work in this role is operational in nature. Colleagues across the company can bring work directly to this role, and the test for whether something belongs here is whether it is operational and aligns with the responsibilities below. Work that falls outside that is agreed with the VP of Operations & People before it is taken on.

Operations

• Support company-wide and group meetings: schedule meetings, gather agenda items and updates from attendees, build the slides, share the slides during the meeting, take notes, and send a follow-up summary afterwards with links to everything discussed.
• Track assigned projects and initiatives across the company, keeping status, owners, and next steps current.
• Maintain documentation and file organization across operational records, including:
• Vendors
• Insurance
• State & Federal Registrations
• Expense Tracking & Categorization

Production coordination

• Set up and maintain production tracking for new and active projects, including cast and crew tables covering names, required dates, scripts involved, and confirmation status.
• Attend the production meetings on behalf of the VP of Operations & People, share the tracking page so the team can review status together, and report progress, risks, and issues back.
• Coordinate scheduling and communications for live sessions with actors, instructors, and partner institutions.
• Organize content production data.

Content support

• Prepare first-draft supporting documentation for new content and load it into Airtable for review and finalization.
• Update and correct content as needed, including summaries and scripts.
• Review finished content for consistency and quality before it moves to the next stage.
• Participate in Non-Development QA passes as assigned by Product.
• Receive deliverables from project partners and ensure distribution to the correct individuals.

Support across the team

• Support colleagues across the company on operational and production work, including turning requests and correspondence into tracked tasks.
• Track the status of work across active projects, and flag delays, scheduling conflicts, capacity issues, and approaching deadlines to the people affected and to the VP of Operations & People.

How this role works

• Reports to the VP of Operations & People, who sets priorities.
• Colleagues bring work to this role directly. Work is recorded in a shared tracker so that priorities stay visible.

What success looks like

• Operational records are current and can be relied on without checking.
• Production status is visible to the team, and conflicts are raised before they become urgent.
• Content support work is completed to schedule and hands off cleanly to the next stage.
• Work is visible in the tracker, so priorities can be adjusted before capacity becomes a problem.

Pay: $49,229.23 – $59,286.81 per year

People with a criminal record are encouraged to apply

Work Location: Remote