Onboarding & Program Operations VA

Our team runs a nine-week rolling accelerator for expert women building microfirms. New members enter the program continuously, not in fixed cohort blocks — which means onboarding, calendar setup, and member logistics happen every week, not in occasional bursts. We're hiring someone to own this layer end-to-end: getting new members set up and oriented, keeping the program calendar accurate, and serving as the first point of contact for logistics questions. A small recurring automation-maintenance task is also part of the role. You'll report directly to the founder. This role consolidates onboarding, calendar, and liaison responsibilities that are currently being restructured — you'll have access to existing process documentation, with the founder available to clarify priorities directly during your first few weeks. What You'll Own: Member Onboarding Send welcome materials and orientation sequences to new members as they enter the program Set up member access across MicrofirmOS, Slack, and Tally Track onboarding completion — who's done what, who's stalled, and follow up directly Be the first point of contact for new members navigating their first 1–2 weeks Calendar & Program Logistics Build and maintain the program calendar: live sessions, Orientation Days, and other recurring touchpoints Schedule calls and sessions as needed Keep calendar info synced and accurate across the tools members actually use Liaison Duties Be the go-to contact for logistics, scheduling, and "where do I find X" questions Route anything related to coaching, content, or strategy to the appropriate team member — this role is not member coaching Flag friction points or repeat questions back to the team so we can fix the underlying gap, not just the symptom Light Automation Maintenance Update existing Zapier automations as workflows change (automations are already built — this is maintenance, not building from scratch) Estimated at ~1 hour/week; flag anything that looks broken rather than troubleshooting deeply What Makes Someone Right for This You've supported a coaching program, course, membership, or cohort-based business before — you understand the rhythm of people entering a program and needing structure fast You're naturally the person who notices when something's about to fall through the cracks, before anyone has to ask You're comfortable operating with real autonomy — you'll have process documentation to start from, but you're expected to use judgment, flag gaps, and improve the system rather than wait for direction on every decision You communicate clearly and warmly in writing — members will form their first impression of this program through you You're comfortable with Slack, Google Calendar, and Zapier (or can ramp quickly); experience with GoHighLevel, Lovable & Tally is a plus You can hold a boundary — knowing exactly when something is a logistics question you handle versus a coaching question you route elsewhere You've worked in lean, founder-led businesses before — you know how to be the system, not just follow one What This Role Is Not This is not a sales, marketing, or content role. It's not a coaching role — you won't be advising members on their business strategy. And it's not a full automation build — the Zapier infrastructure already exists; you're maintaining it. To Apply Tell us about a time you supported people through onboarding into a program, course, or membership — what did you notice that made the experience better for them? Keep it brief; we're more interested in how you think about the member experience than a polished cover letter.