Program Operations Coordinator - Freelance, Remote

Magic; United States; Remote; USD 20,058,000 - 23,144,000; Full time

Job summary

Magic is seeking an execution-focused Operations role to run our annual education and community programs. You will translate leadership plans into on-time delivery, airtight logistics, and seamless member experiences while maintaining quality and scale across events.

You will coordinate faculty, manage curriculum logistics, run virtual and in-person experiences, and supervise vendor relations. This is a remote, 40-hour-per-week role with a strong emphasis on process, cadence, and KPI tracking.

Qualifications

• 2–5 years coordinating operations for established programs such as professional/executive education, associations/membership communities, certification/CPE, masterminds, or conference/live event series
• Proven experience producing events and managing vendors
• Hands-on project management using a PM platform (e.g., Asana/ClickUp/Trello) and SOP ownership
• Demonstrated coordination with faculty/experts/speakers and cross-functional teams (e.g., marketing)

Responsibilities

• Own and manage the annual educational calendar once set by leadership
• Execute project plans, drive timelines, and keep cross-functional contributors on deadline
• Proactively identify and resolve scheduling conflicts, dependencies, and risks
• Coordinate faculty/experts scheduling, prep, materials, and communications
• Manage curriculum logistics and asset readiness (slides, handouts, pre-work, recordings)
• Serve as the central point of contact for recruited speakers and expert network logistics
• Produce virtual and in-person experiences end-to-end (run-of-show, tech checks, on-site flow)
• Manage event logistics and vendors (venues, A/V, platforms, catering, travel as needed)
• Run member onboarding, engagement, and renewal workflows using established playbooks
• Coordinate with marketing on launches and enrollment campaigns per calendar
• Track and report program revenue, expenses, enrollment, attendance, engagement, and retention
• Maintain dashboards and post-event reporting; relay insights to inform iterative improvements
• Maintain and refine SOPs and repeatable operating systems
• Run the project-management system to ensure daily accountability and task clarity
• Flag risks, gaps, and issues to the Founder quickly with proposed next steps

Skills

Operations coordination

Event logistics

Project management tools

Vendor management

Tools

Asana

ClickUp

Trello

CRM

LMS

Job description

About the Client

An established U.S.-based tax relief and audit representation firm supports business owners facing complex IRS issues. They also deliver a growing executive education and member community focused on audit defense excellence and peer learning. The culture values trust, accuracy, confidentiality, and clear communication while providing high-touch virtual and in-person experiences.

Why does this role exist?

This role exists to operationalize and flawlessly execute an already-defined annual program calendar across a multi-program education and community ecosystem. The Founder sets the strategy and priorities; your mission is to translate those plans into on-time delivery, airtight logistics, and smooth member experiences without anything falling through the cracks. It is an execution-first role—not strategy, program design, partnerships, or general EA work—and is critical to maintaining consistency, quality, and scale across programs and events.

The Impact you’ll make

Program and Calendar Execution

• Own and manage the annual educational calendar once set by leadership
• Execute project plans, drive timelines, and keep cross-functional contributors on deadline
• Proactively identify and resolve scheduling conflicts, dependencies, and risks

Faculty and Curriculum Logistics

• Coordinate faculty/experts scheduling, prep, materials, and communications
• Manage curriculum logistics and asset readiness (slides, handouts, pre-work, recordings)
• Serve as the central point of contact for recruited speakers and expert network logistics

Event and Member Experience

• Produce virtual and in-person experiences end-to-end (run-of-show, tech checks, on-site flow)
• Manage event logistics and vendors (venues, A/V, platforms, catering, travel as needed)
• Run member onboarding, engagement, and renewal workflows using established playbooks

Marketing and Reporting

• Coordinate with marketing on launches and enrollment campaigns per calendar
• Track and report program revenue, expenses, enrollment, attendance, engagement, and retention
• Maintain dashboards and post-event reporting; relay insights to inform iterative improvements

Systems and Day-to-Day Operations

• Maintain and refine SOPs and repeatable operating systems
• Run the project-management system to ensure daily accountability and task clarity
• Flag risks, gaps, and issues to the Founder quickly with proposed next steps

Skills, Knowledge and Expertise Required:

• 2–5 years coordinating operations for established programs such as professional/executive education, associations/membership communities, certification/CPE, masterminds, or conference/live event series
• Proven experience producing events and managing vendors
• Hands-on project management using a PM platform (e.g., Asana/ClickUp/Trello) and SOP ownership
• Demonstrated coordination with faculty/experts/speakers and cross-functional teams (e.g., marketing)

Your superpowers are...

• Technical: project management tools; calendar and capacity planning; CRM/membership or LMS familiarity; spreadsheets/dashboards for tracking metrics; virtual event platforms (e.g., Zoom) and run-of-show production; documentation and SOP maintenance
• Soft skills: detail-obsessed, operational rigor, proactive risk-spotting, clear and diplomatic communicator, vendor/stakeholder management, follow-through, time management under deadlines, calm under pressure

WHS Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You’re an operator who loves making a defined plan happen and being measured on execution quality and timeliness
• You thrive in member/community and education environments and enjoy coordinating many moving parts
• You want to refine systems and use playbooks rather than set strategy from scratch
• You’re comfortable tracking/reporting KPIs and expenses (while not responsible for setting budgets or KPIs)
• You communicate early and often, flag issues to leadership, and take ownership from start to finish
• You are not seeking a strategy, partnerships, sourcing, or general EA role—this is an execution-first logistics role

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday–Friday, U.S. Business Hours

Compensation:

• $7 per hour
• No benefits package included

Benefits Originally posted on Himalayas