Systems & Operations Administrator (Contractor)

Gold House; New York (NY); Hybrid; USD 16,740 - 22,320; Part time

Benefits offered by this job

Opportunities for full-time conversion

Participation in Gold House programs

Job summary

Gold House is looking for a Systems & Operations Administrator to optimize operational workflows as a 1099 independent contractor. Responsibilities include managing HubSpot, building automations, and tracking engagement metrics.

Ideal candidates should have 3+ years in systems administration with strong analytical and communication skills. This position offers a monthly retainer of $1,500–$2,000 for up to 40 hours/month, with potential for full-time employment.

Qualifications

• 3+ years of experience in systems administration or operations role.
• Demonstrated experience in building automations using Zapier or similar tools.
• Familiarity with event platforms like Swoogo or Eventbrite.

Responsibilities

• Serve as primary administrator for HubSpot and engagement platforms.
• Design, build, and maintain automations across platforms.
• Track and report on membership engagement and demographics.

Skills

CRM administration

Automation using Zapier

Strong analytical skills

Excellent communication

Highly organized

Tools

HubSpot

Swoogo

Zapier

Job description

The Opportunity

Gold House is seeking a highly organized, tech‑savvy Systems & Operations Administrator to join our team as a 1099 independent contractor. In this role, you will own and optimize the operational infrastructure that powers our organization’s day‑to‑day workflows from CRM administration and automation to membership engagement tracking and cross‑functional systems support. You will be a critical connective layer across our teams, translating diverse operational needs into streamlined, scalable solutions.

This is an opportunity to have real organizational impact at a fast‑moving, mission‑driven impact company at the intersection of culture, capital, and community.

What You’ll Do

CRM & Engagement Operations (HubSpot)

• Serve as the primary administrator for HubSpot and engagement platforms (including Swoogo), owning configuration, data hygiene, pipeline management, user access, and integrations across systems
• Build and maintain CRM records — contacts, deals, and companies — and platform configurations including registration flows, ticketing, and attendee management for Gold House events including the Gold Gala
• Create and maintain dashboards and reports that give leadership visibility into pipeline health, relationship activity, and engagement across partnership, fundraising, and membership workflows
• Train and support internal staff on HubSpot, Swoogo, and related tools, serving as the go‑to resource for platform questions, best practices, and day‑to‑day workflow navigation

Automation & Systems Integration

• Co‑lead AI upskilling and continued usage across company
• Design, build, and maintain automations across platforms using Zapier and other integration tools (e.g., Make/Integromat, native API connections)
• Identify manual, repetitive workflows across teams and implement scalable automated solutions
• Maintain documentation for all automation logic, triggers, and system dependencies
• Troubleshoot and resolve automation failures or data sync issues in a timely manner

Analytics Tracking & Reporting

• Track and report on membership and broader network engagement, demographics, and activity across platforms
• Build and maintain recurring reports and dashboards that surface key membership and network metrics for leadership and program teams
• Ensure data integrity and consistency across all membership‑related and broader network systems
• Support analysis of member and network trends to inform programming, outreach, and retention strategies

Cross‑Functional Operations Support

• Partner with teams across programs, partnerships, development, and communications to understand operational needs and implement appropriate systems solutions
• Act as a centralized resource for operational tooling — consolidating requests, prioritizing effectively, and delivering consistent support across the organization
• Proactively identify gaps or inefficiencies in current systems and recommend improvements
• Support onboarding of new staff to Gold House’s operational tech stack

What We’re Looking For

• Willing to work primarily in New York, NY, San Francisco, CA, Los Angeles, CA, (also Remote‑Flexible)
• 3+ years of experience in systems administration, revenue/sales operations, or a similar operational role
• Demonstrated experience building and maintaining automations using Zapier or comparable tools
• Familiarity with event and engagement platforms such as Swoogo, Eventbrite, or similar
• Strong analytical skills with experience building reports, dashboards, and tracking engagement or demographic data
• Excellent communication and interpersonal skills – you can translate technical concepts for non‑technical teammates
• Highly organized, self‑directed, and comfortable managing multiple workstreams in a fast‑paced environment
• Experience working in or with nonprofits, mission‑driven organizations, or community‑focused institutions is a plus
• Passion for or connection to the Asian Pacific community and Gold House’s mission

The Engagement

• Monthly Retainer: $1,500–$2,000/month depending on experience/location for up to 40 hours/month, with additional hours billed at an agreed hourly rate (1099 independent contractor engagement)
• Opportunity to convert to a full‑time employee (FTE) following a successful evaluation period
• Opportunity to participate in Gold House programs and experiences
• Opportunity to define the trajectory of a mission‑driven, fast‑growing, mainstream‑impactful organization

Gold House is committed to building a diverse and inclusive team. We strongly encourage candidates from all communities to apply.