Part-time Operations & Admin Assistant

Part-time Operations & Admin Assistant
* Position Type:Remote, Part-Time (approx. 20 hours/week)
Position Type:Remote, Part-Time (approx. 20 hours/week)
* Priority Locations:South Africa & Latin America
Priority Locations:South Africa & Latin America
* Working Hours:Flexible scheduling with required overlap during U.S. Eastern Time (ET); occasional Saturday availability depending on sports season demands
Working Hours:Flexible scheduling with required overlap during U.S. Eastern Time (ET); occasional Saturday availability depending on sports season demands
* Start Date:Target start post-season around October 31
Start Date:Target start post-season around October 31

About the Opportunity

Our client operates a thriving Sports franchise in Tennessee, dedicated to delivering quality youth sports programs to local families. As the business continues to grow, the owners are looking to shift routine operational and administrative duties off their plates so they can focus on program delivery, community relationships, and strategic growth.

We are seeking a proactive, highly organizedOperations & Administrative Assistantto serve as a reliable backbone for the franchise. This broad role offers varied day-to-day responsibilities—from organizing financial records and managing HubSpot email campaigns to scheduling and outbound sponsorship outreach.

The goal isn't just executing tasks on a checklist. Over time, you will master the seasonal rhythms of the business, anticipate deadlines, and take full ownership of recurring administrative workflows.

Key Responsibilities

Administrative & Operations Management:
* Execute recurring administrative tasks, keep digital files organized, and manage routine data entry.
Execute recurring administrative tasks, keep digital files organized, and manage routine data entry.
* Track project deadlines and keep operational information accurate and easily accessible.
Track project deadlines and keep operational information accurate and easily accessible.
* Coordinate cross-functional activities across different franchise departments to keep operations seamless.
Coordinate cross-functional activities across different franchise departments to keep operations seamless.

Scheduling & Program Support:
* Maintain operational calendars, track registration periods, and organize player, team, and roster data.
Maintain operational calendars, track registration periods, and organize player, team, and roster data.
* Proactively identify and flag scheduling conflicts or upcoming program deadlines.
Proactively identify and flag scheduling conflicts or upcoming program deadlines.
* Assist in seasonal transitions, ensuring the business is prepared for active sports leagues.
Assist in seasonal transitions, ensuring the business is prepared for active sports leagues.

Payroll, Bookkeeping & Invoicing Support:
* Gather, verify, and organize documentation required for payroll processes.
Gather, verify, and organize documentation required for payroll processes.
* Support routine bookkeeping tasks: organize receipts, categorize transactions, and archive financial records.
Support routine bookkeeping tasks: organize receipts, categorize transactions, and archive financial records.
* Prepare, process, and monitor invoices; conduct polite follow-ups on outstanding balances and flag discrepancies confidentially.
Prepare, process, and monitor invoices; conduct polite follow-ups on outstanding balances and flag discrepancies confidentially.

Marketing & Customer Communications:
* Create, format, and deploy targeted emails and recurring newsletters viaHubSpot.
Create, format, and deploy targeted emails and recurring newsletters viaHubSpot.
* Maintain clean contact lists and thoroughly proofread customer communications (verifying links, registration details, and calls to action).
Maintain clean contact lists and thoroughly proofread customer communications (verifying links, registration details, and calls to action).
* Support communications for upcoming sports seasons, local events, and registration drives.
Support communications for upcoming sports seasons, local events, and registration drives.

Sponsorship Outreach:
* Research local businesses and manage outbound prospective sponsor outreach via phone and email using standard messaging.
Research local businesses and manage outbound prospective sponsor outreach via phone and email using standard messaging.
* Maintain an outreach log, handle basic follow-ups, and schedule call briefings between promising prospects and franchise owners.
Maintain an outreach log, handle basic follow-ups, and schedule call briefings between promising prospects and franchise owners.
* Confidently speak with business owners and community decision-makers.
Confidently speak with business owners and community decision-makers.

Qualifications:
* Experience:Proven track record as an Administrative Assistant, Virtual Assistant, Operations Assistant, Executive Assistant, or Office Admi