Executive Operations Coordinator

The Safety Geek | Ocala, FL | Part-Time (15-20 hrs/week) with Growth Potential Anticipated Start Date: Mid- to Late-February 2026 About The Safety Geek We’re on a mission to dominate the industry and become the category Queen of Safety Management Training by supporting safety professionals at all stages of their career – from the very start to the role of Chief Safety Officer to building their own safety industry business. We offer comprehensive training and support, including regulations, management processes, leadership, business development, and advanced strategy, so safety professionals can create world-class programs worthy of VPP star or ISO certification. Through our online education platform, we’re helping thousands of safety professionals transform their careers and change the culture of workplace safety. The Role Be the operational force behind a fast-growing, mission-driven business – where your systems create freedom, your ownership drives growth, and your work directly impacts thousands of careers. This isn’t your typical executive assistant job. You’ll be the right hand to the CEO of The Safety Geek, running the day-to-day operations that keep our online education business humming while we help thousands of safety professionals transform their careers. We’re an AI-first, automation-obsessed company that values systems over busywork, ownership over hand-holding, and results over hours logged. Starting part-time with serious growth potential (think Operations Manager or Chief of Staff), you’ll have the autonomy to build processes, implement smart solutions, and make this role your own. If you thrive on creating order from chaos, get excited about using technology to eliminate repetitive work, and want to be part of a mission that actually matters – this could be your perfect fit. Responsibilities Content & Community Administration Own the content pipeline – schedule and publish newsletters, podcasts, and community events that keep our audience & students engaged Process community event replays by creating transcripts, uploading audio/video/transcripts to the course platform and community, and announcing new content to members Handle administrative tasks that keep the community running smoothly Customer Experience & Communication Be the first line of connection for our customers – manage all support channels (email, voicemail, text) with responsiveness and care Actively participate in weekly webinars by monitoring chat and answering member questions in real-time Product Operations Fulfill orders from start to finish – assemble packages, create shipping labels, and manage post office runs or schedule pickups Keep operations running smoothly by managing inventory and ordering supplies before we run out Executive Support Manage CEO’s time and attention – filter and prioritize emails, optimize calendar for maximum productivity Coordinate all travel logistics so the CEO can focus on what matters when on the road Provide both virtual and on-the-ground support at speaking engagements, handling details so presentations go flawlessly Coordinate with event planners to ensure all conference deliverables are submitted on time Send invoices as needed and follow up on outstanding or failed payments to ensure timely collection Organize and categorize receipts to keep financial records clean and bookkeeper-ready Ideal Candidate You’re an experienced executive assistant who’s tired of just maintaining someone else’s status quo – you want to build something. This role starts part-time (approximately 15-20 hours per week) but has real growth potential as the business scales. There’s room to advance into a Chief of Staff or Operations Manager role for the right person who proves they can own outcomes and drive results. You’re the rare admin who gets excited about efficiency and leverage – you use AI as a tool to amplify your impact. You’re already experienced in the latest AI tools to automate repetitive tasks, draft communications faster, and work smarter. You understand that the future of administrative work is about strategic thinking and problem-solving, not just task completion. You value flexibility and autonomy. You don’t need to work traditional 9-5 hours, but you are reliably available during key windows (mornings and later afternoons Eastern time) when the CEO needs support and customers need responses. You manage your own schedule and deadlines like a pro. You’re local to Central Florida (commuting distance to Ocala) because this role includes physical tasks – assembling packages, post office runs, and occasional on-site support. You’re also willing to travel up to 10 weeks per year for speaking engagements where you’ll be the behind-the-scenes hero making everything run smoothly. Most importantly, you’re someone who sees potential where others see tasks. You don’t just want a job – you want to be part of something growing, where your contributions directly impact success, and you get to grow alongside the business. Ownership mentality – you take initiative, follow through without being chased, and treat this business like it’s yours Collaborative team player – you communicate proactively, support others’ success, and work well with the CEO and other team members High work ethic – you thrive with tight deadlines, deliver consistently, and don’t need micromanaging Commitment to excellence – you’re dedicated to creating high-quality deliverables and customer experiences, not just checking boxes Self-directed and proactive – can take a task list and run with it without hand-holding High attention to detail (receipts, shipping labels, deadlines, and invoices don’t have room for error) Problem-solver who figures things out or asks for help rather than getting stuck High integrity and trustworthy (you’re handling email, calendar, money, and customer relationships) Knowledge or experience working with AI tools, AI prompting, and automation to increase efficiency and output quality Data-driven mindset and comfort with tracking metrics Service-oriented approach to customers and team support Minimum Qualifications: 2+ years as an executive or administrative assistant that included responsibilities of managing someone else’s calendar/email Located in the Central Florida area; commuter distance to Ocala, FL Ability to speak and write clear, fluent English with strong grammar (using tools like Grammarly or AI is perfectly fine) Availability in the morning and later afternoon in Eastern time Physical ability to assemble packages and make post office runs Access to reliable high-speed internet Ability to travel up to 10 weeks a year What We Offer: Competitive hourly rates that reflect the strategic value you bring to the role (15-20 hours/week to start, with potential to grow to full-time) Flexible schedule – work when you’re most productive (with availability during key business hours) Remote work options with membership to a co-working space available in downtown Ocala Professional development opportunities and access to our course library Clear growth potential into a full-time Operations Manager or Chief of Staff role The chance to be part of a mission-driven business that’s actually changing lives What Does Success Look Like? Success in this role means the business runs smoother because you’re in it. The CEO has more time for strategic work and revenue-generating activities. Students and customers feel taken care of. Content gets published on time, orders ship without delays, and nothing falls through the cracks. Over time, you’re not just maintaining systems – you’re improving them, automating what you can, and spotting opportunities to make things better. You’re growing your skills and responsibilities right alongside the business. Our Company Culture We’re building a culture where structure creates freedom. Every system, process, and SOP exists to empower people to own their work without constant oversight. We’re data-driven with heart – numbers guide our decisions, but people always come first. Mistakes aren’t emergencies; they’re feedback for improvement. We practice radical candor, speaking up in the moment and trusting each other to handle honest feedback. Autonomy is non-negotiable – you’ll manage your own schedule, develop your own OKRs, and be trusted to figure things out or ask for help when needed. We don’t accept “I don’t know” as a final answer, but “I don’t know yet, let me figure it out” is our standard. Efficiency is sacred here – we automate relentlessly, eliminate repetitive work, and protect everyone’s time like it’s gold. Beyond the systems and metrics, we’re mission-driven: we’re elevating an entire profession and changing how workplace safety is perceived. How This Role Embodies Our Culture: As our Executive Operations Coordinator, you’re the living embodiment of “structure creates freedom.” Your systems, organization, and proactive ownership free the CEO to focus on strategic growth and student impact. You model our efficiency values by building automated workflows, maintaining flawless processes, and ensuring nothing slips through the cracks. Your attention to detail and commitment to excellence means “nothing is an emergency” – because you’ve already handled it or built a system to prevent it. You’ll develop your own OKRs, manage your time autonomously, and take complete ownership of your domain. When you spot a problem or see a better way, you speak up immediately and implement the fix. Your work isn’t just administrative support – you’re creating the operational foundation that allows our entire mission to scale. Equal Opportunity Employer The Safety Geek is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants of all backgrounds and do not discriminate based on race, ethnicity, gender, sexual orientation, socio-economic status, age, physical abilities, religious beliefs, political beliefs, or other ideologies. #J-18808-Ljbffr