Coaching Operations Coordinator

Job Title: Coaching Operations Coordinator

Location | Hybrid (minimum 3 days per week in office)

Time Zone | EST

Role Overview:

We are seeking a highly organized and detail-oriented Coaching Operations Coordinator to support the day-to-day operations of a global executive coaching practice. This is a full-time, hands-on coordination role at the center of a senior coach community. Your focus will be coordinating coach community events and communications, supporting onboarding and offboarding, maintaining coach-facing resources, and producing regular reporting. You will often be the first point of contact for coaches, resolving routine questions directly and escalating complex or sensitive matters to the Director of Coach Talent. The ideal candidate is relationship-aware, uses sound judgment, and enjoys keeping many recurring workstreams running smoothly.

Key Responsibilities:

• Coordinate monthly coach community calls end to end, including securing presenters, distributing pre-read materials, and running sessions with breakout rooms
• Support the organization of Lunch & Learns and community sessions on specific topics
• Prepare and distribute the monthly coach newsletter and coach birthday emails
• Meet with coaches to answer questions and provide support, escalating complex or sensitive issues as appropriate
• Own coach onboarding and offboarding communications and tasks
• Respond to coach questions about the coaching platform at the start of new engagements
• Support the coach matching process by preparing options and information for leadership review
• Maintain the coach knowledge base (wiki), keeping documents current and accessible
• Update video tutorials and self-service resources for coaches
• Research coaching programs, credentials, and competitor offerings in the executive coaching space
• Provide regular reporting on coach utilization, flagging over- and under-utilized coaches
• Administer the mid-year coach survey and prepare the accompanying report
• Support coach quality and performance evaluations by preparing data and first-pass materials for leadership review
• Deliver recurring outputs (newsletters, calls, surveys, reports) on time and to a high standard

Required Qualifications:

• 2+ years of experience in operations, program coordination, client success, or a comparable coordination role
• Exceptional organizational skills and attention to detail, with the ability to manage multiple recurring workstreams at once
• Strong written and spoken English with a warm, clear, and professional communication style suited to a senior professional audience
• Sound judgment about what to handle directly and what to escalate
• Comfort with technology, including AI tools, video conferencing and breakout rooms, wikis or knowledge bases, survey tools, and basic reporting
• Strong research skills and the ability to summarize findings clearly
• Discretion and professionalism when handling sensitive and confidential information
• Must have prior remote work experience, be fluent with remote collaboration tools and platforms (such as Slack, Zoom, Google Workspace, Asana, or similar), and have ideally worked with US or UK-based companies. Applications without this experience will not be considered.

Preferred Qualifications:

• Experience supporting a professional services, coaching, or consulting environment
• Familiarity with the executive coaching or leadership development industry
• Experience administering surveys and producing utilization or performance reports
• Experience creating or updating video tutorials and self-service content

Tools & Technology:

• Company coaching platform
• Zoom and other video conferencing tools (including breakout rooms)
• Wiki and knowledge base tools
• Survey tools
• AI tools
• Google Workspace
• Slack and other remote collaboration tools