Description:
The Operations Support Specialist ensures that the company runs efficiently by managing billing, financial administration, venue logistics, internal systems, and chapter lead reporting. This role is purely execution-focused, ensuring that the company scales smoothly without burdening the founders with operational work.
What you'll do
Billing & Payments Management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
Venue & Event Logistics (Backend Support)
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
CEO Forum Logistics (Backend Support)
- Source and secure venues
- Prepare WhatsApp messages
WhatsApp Management
- Manage WhatsApp Communities
Member Communication
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
Systems Maintenance
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
Requirements:
The Operations Support Specialist ensures that the company runs efficiently by managing billing, financial administration, venue logistics, internal systems, and chapter lead reporting. This role is purely execution-focused, ensuring that the company scales smoothly without burdening the founders with operational work.
What you'll do
Billing & Payments Management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
Venue & Event Logistics (Backend Support)
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
CEO Forum Logistics (Backend Support)
- Source and secure venues
- Prepare WhatsApp messages
WhatsApp Management
- Manage WhatsApp Communities
Member Communication
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
Systems Maintenance
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
The Operations Support Specialist ensures that the company runs efficiently by managing billing, financial administration, venue logistics, internal systems, and chapter lead reporting. This role is purely execution-focused, ensuring that the company scales smoothly without burdening the founders with operational work.
What you'll do
Billing & Payments Management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
Venue & Event Logistics (Backend Support)
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
CEO Forum Logistics (Backend Support)
- Source and secure venues
- Prepare WhatsApp messages
WhatsApp Management
- Manage WhatsApp Communities
Member Communication
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
Systems Maintenance
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
The Operations Support Specialist ensures that the company runs efficiently by managing billing, financial administration, venue logistics, internal systems, and chapter lead reporting. This role is purely execution-focused, ensuring that the company scales smoothly without burdening the founders with operational work.
What you'll do
Billing & Payments Management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
Venue & Event Logistics (Backend Support)
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
CEO Forum Logistics (Backend Support)
- Source and secure venues
- Prepare WhatsApp messages
WhatsApp Management
- Manage WhatsApp Communities
Member Communication
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
Systems Maintenance
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
- Source and secure venues
- Prepare WhatsApp messages
- Manage WhatsApp Communities
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
- Bookkeeping: 4 to 5 years
- Financial Administration: 4 to 5 years
- Business Support: 4 to 5 years
- Events Coordinating: 3 to 4 years
- Operational Focus: 4 to 5 years
- Payments: 4 to 5 years
What you'll need
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment
What you'll need
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment
What you'll need
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment
What you'll need
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment