Program Assistant

ROLE OVERVIEW

The Program Assistant plays an important role in supporting the smooth delivery of Jessica Zweig, Inc.’s programs, student experience, community engagement, and backend operations. This role requires warmth, organization, responsiveness, attention to detail, and a strong commitment to creating a high-quality experience across every student and team touchpoint.

Reporting to the Director of Programs, the Program Assistant supports day-to-day program operations by helping manage student communication, community engagement, scheduling logistics, assessment coordination, platform updates, and internal tracking systems. This role helps ensure that students feel supported, program materials are delivered on time, and backend systems remain clean, accurate, and easy to navigate.

The Program Assistant is a trusted operational support partner who brings care, consistency, and follow-through to the program experience. This role is ideal for someone who thrives behind the scenes, enjoys creating order and clarity, and is energized by supporting transformational programs that help students feel confident, connected, and set up for success.

WHO YOU ARE

You are a thoughtful and detail-oriented professional with a strong background in client services, communications, or program coordination. You thrive in a fast-paced, mission-driven environment where high-quality client care and operational excellence go hand in hand.

You understand that every interaction, whether through email, community engagement, or behind-the-scenes support, is an opportunity to build trust and create an exceptional experience. You communicate with empathy and clarity, and people feel supported, heard, and valued in your presence.

You are highly organized and proactive, with a natural ability to anticipate needs and follow through with care. You take pride in your work and bring a calm, solutions-focused mindset to everything you do. You are dependable, resourceful, and able to manage multiple priorities with ease and accuracy.

You are comfortable with technology and enjoy using systems and tools to create structure and efficiency. You are collaborative by nature and enjoy being part of a team that is working toward something meaningful.

Above all, you bring warmth, integrity, and intention to your work. You are energized by the opportunity to support transformational programs and play a key role in helping others feel confident, supported, and set up for success.

KEY RESPONSIBILITIES

Community Engagement & Client Support

• Respond to student posts and comments with warmth, clarity, and professionalism within 1 business day.
• Maintain a consistent, high-touch presence across all program communities to ensure students feel supported, seen, and engaged.
• Identify and surface trends in student questions, challenges, and wins to the Director of Programs to support program responsiveness.
• Manage the support inbox, responding to logistical inquiries such as access, links, and scheduling in a timely manner.
• Tag, prioritize, and escalate nuanced, sensitive, or assessment-related inquiries to the Director of Programs.

Scheduling & Program Logistics

• Manage and maintain shared calendar invites across all active programs, ensuring accuracy and clarity for all participants.
• Coordinate scheduling needs across multiple program timelines, avoiding conflicts and ensuring smooth delivery.
• Edit and prepare call replays for same-day publishing following each program session, with training provided on the team’s preferred editing workflow.
• Upload call replays, presentation decks, and supporting materials to Kajabi within 1 business day.
• Ensure program links, calendar invites, call details, folders, and resources remain accurate, organized, and easy to access.

Systems & Tracking Support

• Accurately track student submissions, milestones, and progress across multiple programs within Monday.com and Google Drive.
• Ensure all assessments and dissertations are properly logged, organized, and easily accessible.
• Maintain clean, up-to-date backend systems to ensure nothing is missed or delayed.
• Organize and maintain records of student feedback, testimonials, and survey responses and deliver to the Director of Programs.
• Help maintain accurate student records across all relevant systems and folders.

Assessment Coordination

• Create and organize assessment copies for Director of Programs review.
• File completed and reviewed assessments into the appropriate folders by program.
• Update student tracking systems to reflect assessment outcomes, including pass/fail status.
• Create and maintain clear lists of missed and passed assessments for Director of Programs visibility.
• Support timely follow-up around missing, incomplete, or overdue assessment items using approved guidance and templates.

Tech & Platform Admin

• Upload and organize curriculum materials within Kajabi across all programs.
• Maintain platform integrity by updating tags, links, modules, and notifications.
• Ensure a seamless and user-friendly experience across all program platforms.
• Flag broken links, missing materials, outdated resources, or platform issues to the Director of Programs.
• Support ongoing backend organization so students can easily access the materials and resources they need.

Internal Support

• Draft internal and external communication templates and assets for Director of Programs review.
• Proactively escalate unclear, sensitive, or non-logistical issues to ensure timely resolution.
• Support overall program operations across all active programs by anticipating needs and ensuring smooth execution behind the scenes.
• Help maintain internal organization across documents, folders, trackers, and project management systems.
• Bring a solutions-focused mindset to recurring tasks, workflow gaps, and operational needs.

QUALIFICATIONS & REQUIREMENTS

• Minimum 2 years of experience in program coordination, client services, community management, or high-level virtual support, preferred within coaching, education, or wellness industries.
• Strong customer service mindset with a genuine care for client experience and satisfaction.
• Exceptional written and verbal communication skills with a polished, professional tone.
• Excellent time management and organizational skills, with the ability to manage multiple priorities and meet deadlines consistently.
• High proficiency in Google Workspace, including Docs, Sheets, Slides, and Forms, as a core operational tool.
• Experience with platforms such as Kajabi, Monday.com, Fathom, or similar tools is a strong plus.
• Highly fluent and comfortable working on Apple products, including iMac and/or MacBook, with the ability to navigate Mac-based tools, files, applications, and workflows with ease.
• Tech-savvy, resourceful, and quick to learn new systems and processes.
• Detail-oriented with a proactive approach to problem-solving and quality control.
• Self-starter who thrives in a collaborative, fast-paced environment.
• Brings a grounded, calm presence and a positive, solutions-focused mindset.
• Excited to contribute to a mission-driven team and support meaningful, transformational work.

BENEFITS

• Unlimited PTO (paid time off)
• Optional 401(k) Plan
• Bonus opportunity
• Three months of paid parental leave
• Closed on all government holidays
• Closed the last week and first week of the year
• Fully virtual position, ideally located in the Nashville, TN area