Executive Assistant

Training Operations Manager

The Training Operations Manager is responsible for the end-to-end operational delivery of both customised (team) training and open enrolment training programmes at our company. The role ensures that every course is delivered smoothly, professionally, and consistently, acting as the central point of coordination between clients, trainers, venues, platforms, and internal teams. The position requires a highly organised "doer" who can manage multiple moving parts, anticipate issues, and take ownership through to resolution.

A. Team (Customised) Training Responsibilities

1. Training Operations & Delivery

Once a contract has been signed, responsibility for delivery is handed over to this role. You will own the full operational execution of the programme.

Key responsibilities include:

Full handover from signed contract to delivery

Acting as the primary point of contact for trainers and clients

Coordinating all delivery logistics to ensure alignment across stakeholders

Trainer & Client Coordination

Confirming:

o Training location (on-site, virtual or hybrid) o Dates, timings and agendas o Room set-up and AV requirements o Online platform set-up (Zoom, Teams, etc.) o Delegate lists and attendance logistics

Managing:

o Slide decks and training materials o CDA / NDA documentation o Calendar invites for trainers and delegates o Delegate arrival details and joining instructions

Logistics Management

Booking and coordinating:

o Venues o Trainer travel and accommodation o On-site logistics and schedules

Training Delivery Support

Moderating live online sessions where required

Supporting trainers with slide reformatting, corrections, and presentation quality

Managing recordings and basic editing (where applicable)

Post-Course Activities

Moodle platform set-up:

o Delegate enrolment o Certificates of attendance o Evaluation / feedback forms

Course completion emails to clients

Follow-up emails to trainers

Collating delegate feedback and producing a summary report

Providing post-course information and agreed follow-ups to the client

2. Invoicing & Financial Administration (Team Training)

Coordinating with clients to prepare and issue invoices

Completing and managing client vendor forms

Processing trainer invoices

Chasing outstanding payments in coordination with finance

3. Contracts, Proposals & Document Support

This element of the role supports the wider team with hands-on execution, often across multiple projects.

Responsibilities include:

Populating and preparing contracts, proposals and agreements

Chasing trainers for supporting proposal documents

Building and refining slide decks and pitch materials

Tidying, structuring and formatting agendas

Supporting marketing documentation, including:

o Researching information, statistics and figures o Gathering client feedback and testimonials o Developing case studies o Using Canva to design documents (where appropriate) o Writing LinkedIn posts and basic marketing copy

Building Zoho CRM contact lists and supporting sales outreach

Assisting with complex client projects.

Supporting the identification and onboarding of new trainers and consultants when required

B. Open Training Responsibilities

1. Open Course Operations & Delivery

You will manage all operational and customer service aspects of our open enrolment training portfolio.

Responsibilities include:

Building courses within the training portal and enrolling delegates

Managing live online course moderation and recording edits

Organising trainer:

o Travel o Accommodation o Calendar invites

Organising delegate calendar invites and joining instructions

Liaising with venues for classroom courses

Ensuring all course delivery documentation is accurate and up to date

2. Delegate & Customer Service Management

Acting as first-line support for delegate enquiries

Responding to customer emails via the shared mailbox in a timely, professional and helpful manner

Managing:

o Course cancellations o Delegate cancellations and transfers

Liaising with trainers to obtain course materials and updates

3. Booking, CRM & Invoicing (Open Training)

Managing bookings from initial enquiry to confirmation

Processing bookings including:

o Invoice creation o Vendor form completion o CRM entry and data accuracy

Ensuring delegates receive all automated communications

Supporting payment follow-up where required

C. Systems, Feedback & Continuous Improvement These responsibilities apply across both team and open training.

Gathering and analysing delegate feedback

Escalating issues and highlighting successes

Producing summary feedback reports

Maintaining and improving automated systems, including:

o Pre-course forms o Certificates o Trainer communications o Customer email workflows o Digital badges

Providing proactive input to improve operational processes, systems and scalability

Person Profile

Highly organised with strong attention to detail

Comfortable managing multiple projects simultaneously

Confident communicator with trainers, clients and internal teams

Practical, solutions-focused and comfortable "getting stuck in"

Experience with CRM systems, LMS platforms and online training tools desirable but not essential and easy to learn.

Comfortable using Canva, PowerPoint and document templates