Operations Assistant - 19756

Overview

Working Hours

Salary

About The Company

About The Role

• Client Intake & Relationship Management

• Manage the company inbox and ensure timely responses to inquiries
• Coordinate the full intake process from initial inquiry through consultation scheduling
• Follow up with prospective clients and re-engage non-responsive leads
• Maintain a warm, empathetic, and professional communication style
• Support families throughout the onboarding process

• Operations & Administration

• Create, send, and track invoices
• Maintain accurate client records and documentation
• Ensure operational processes are completed consistently and on time
• Support scheduling and calendar coordination
• Assist with administrative projects and operational improvements

• Specialist Matching & Coordination

• Match families with the most suitable specialists based on multiple factors including location, preferences, support needs, lifestyle considerations, and risk indicators
• Coordinate communication between clients and specialists
• Maintain the company’s high standard of successful family-specialist placements
• Ensure matching decisions align with company values and service standards

• Client Success & Follow-Up

• Track proposals, contracts, and client communications
• Follow up on pending opportunities and outstanding actions
• Ensure families receive a responsive and supportive experience
• Help identify opportunities to improve operational efficiency and client satisfaction

Requirements

• Previous experience in operations, client success, executive support, project coordination, healthcare administration, or a similar role
• Exceptional written and verbal English communication skills
• Strong organizational and multitasking abilities
• Ability to manage multiple priorities while maintaining attention to detail
• Experience handling client-facing communications professionally and empathetically
• Strong follow-up and relationship management skills
• Ability to work independently and proactively
• High emotional intelligence and customer service orientation
• Comfortable working in a fast-paced, growing business environment
• Proficiency with Google Workspace and modern business tools
• Preferred Qualifications
• Experience within healthcare, maternal health, postpartum care, wellness, family services, or related industries
• Spanish language skills
• Previous experience supporting founders or small business leadership teams
• Experience with client onboarding, intake processes, or patient coordination
• Familiarity with invoicing and administrative operations

Ideal Candidate

• The ideal candidate is someone who combines operational excellence with genuine empathy. They are highly organized, detail-oriented, and thrive in environments where they can create order, build relationships, and make a meaningful impact.
• The founders are looking for someone who demonstrates humility, professionalism, hunger to learn, and a long-term commitment to growing with the business. While experience is important, they place significant value on attitude, emotional intelligence, polish, and cultural fit.
• This role is an exceptional opportunity to join a mission-driven organization at a pivotal stage of growth and help shape the future of a company dedicated to supporting families through some of life's most important moments.

Future Growth Opportunity