Program and Marketing Operations Coordinator

About the Role

We are looking for a highly organized, tech-savvy, and creative Program & Marketing Operations Coordinator to support our fast-paced, mission-driven team. This role is crucial in maintaining smooth communication, email marketing, and internal operations.

You will collaborate cross-functionally with program leads, design, and marketing to ensure consistent execution across all touchpoints – from email campaigns to internal workflows and stakeholder communications. This position replaces a multi-skilled team member who currently oversees key operational and creative functions. You should be comfortable with a dynamic workload, adapt quickly, and bring proactive energy to keep initiatives on track.

Key Responsibilities

Team Coordination:

• Facilitate internal team meetings by organizing agendas, documenting key decisions and action items, and ensuring timely follow-up and accountability across departments.

Cross-Functional Collaboration:

• Act as the central point of contact between program, operations, and marketing teams.
  
• Streamline communication, optimize workflows, and ensure alignment on priorities.

Email Marketing Campaigns:

• Build and manage end-to-end email marketing campaigns.
  
• Set up backend workflow automations, purchasing flows, and integrate payment links to support campaign goals using Go High Level.

Visual Content Creation:

• Create visually compelling graphics and digital assets using Canva.
  
• Ensure consistency with brand guidelines and existing design templates.

Additional Key Responsibilities

Website Maintenance:

• Perform updates on Kajabi, including content uploads, landing page edits, and product configurations as needed.

Communication Strategy:

• Draft, schedule, and coordinate external updates or announcements to funders, partners, and stakeholders, ensuring a professional and timely communication strategy.

Project Management:

• Monitor project timelines, deliverables, and team responsibilities.
  
• Ensure deadlines are met and progress is clearly communicated to all stakeholders.
  
• Maintain organized records of team communications, project decisions, workflows, and performance metrics to support transparency and informed decision-making.

Social Media Coordination:

• Post and manage content across social media platforms as needed.
  
• Collaborate with the marketing team to enhance brand messaging and engagement.

Backup Resource:

• Support graphic design, blog publishing, or other marketing-related tasks during high-volume periods or when team members are unavailable.

Process Improvement:

• Continuously evaluate internal processes and workflows, identify inefficiencies, and recommend improvements.

Requirements

Experience:

• 3–5 years of proven experience in cross-functional coordination, project management, or digital marketing support, preferably in a remote or fast-paced environment.

Technical Skills:

• Advanced experience with Kajabi: website management, content updates, product detail configuration, and backend functionality.
  
• Hands-on experience with Go High Level: email marketing setup, workflow automation, campaign sequencing, and payment link integration.
  
• Proficiency in Canva: creating on-brand, visually engaging digital assets and marketing materials.

Communication:

• Exceptional written and verbal skills in English with near-native fluency.
  
• Ability to convey information clearly, professionally, and persuasively.

Organization and Reliability:

• Highly organized with excellent time management skills.
  
• Comfortable managing multiple projects with minimal supervision.
  
• Strong attention to detail with a proactive and solution-oriented mindset.
  
• Able to work independently and maintain confidentiality when handling sensitive information.

Tools:

• Familiarity with Slack, Google Workspace (Docs, Sheets, Drive), and project management tools (e.g., Asana, Trello, ClickUp) is a plus.

Preferred Qualifications

• Experience working remotely with international teams.
  
• Background in nonprofit, health education, or digital coaching environments.
  
• Understanding of content marketing, social media management, or CRM reporting.

Working Hours & Terms

• Full-time Position: 8 hours per day, 5 days a week (Monday to Friday).
  
• Schedule: 9:00 AM – 5:00 PM CST (Central Standard Time).
  
• Time Off: Weekends off / U.S. holidays off.
• Connectivity: Requires a reliable internet connection and availability during overlapping hours with U.S. teams.