Operations Specialist & Coordinator (fully remote) - Magical Teams

Logistics Summary:

• Location: 100% remote, international
• Hours: EST business hours (10am-6pm EST) - part time, freelance, or full time options
  • This role will start as part-time 10-20 hours, but has the potential to grow into a full time role
• Type: 1099 subcontractor
• Compensation: we have set comp ranges with specific benchmarks of experience and performance: 
  • In-Training = $25-$28/hr
  • Solid = $30-$32/hr
  • Senior = $35-$38/hr

Seeking you... if you:

• are an implementor who loves all things operations that support and grow small businesses
• have very high mental acuity and can easily pick up on new situations and environments
• are masterful at context switching and work best when juggling multiple clients and projects
• feel an insatiable desire to excel, learn, persevere, optimize, deliver quality, and get results
• love execution to build out systems and processes with concise and clear documentation that goes along with them
• geek out on new tech tools and take pride in being a fast-paced learner
• thrive working remotely and the self-management organization + communication practices needed for asynchronous team structures seamlessly and efficiently
• are excited by a people-centric approach to collaborating within a team and a commitment to DEIB
• are a “doer” that’s resourceful, proactive, accountable, and a problem solver - heck, you thrive on it!

Who We Are

Magical Teams is a premium operations agency that works with mission driven B2B small businesses. We are strategic and implementation partners who offer custom "team built for you" services that integrate into our clients’ businesses. Our core values are communication, shared ownership, kindness, freedom, and leaning into our optimal zone of discomfort. Our CEO, Christina Salerno, has been building and supporting small businesses for over 15 years and we've built an impressive team who bring a wealth of expertise across all areas of operations. We are a small team with big hearts and exceptional work ethics. We have a very high bar for quality + efficiency.

Our clients have established small businesses and startups, but they are at a growth point and need extra support to up-level. Sometimes they really don’t know what they’re doing when it comes to building/managing a business and they’re looking to us to learn how to do this and get the execution support to set a team up for success. Other times they simply have run out of capacity and know what needs to be done, but they need to outsource it so they can focus on being the visionary / business owner.

✨  READ MORE on our Careers Page  ✨

Responsibilities and Areas of Need

As a Coordinator at Magical Teams, you're the maestro of efficiency, ensuring that our clients' operations run like a well-oiled machine. You'll work closely with both clients and our internal pod team to manage and implement streamlined processes, using tools and technology to create clarity and optimize workflows. You'll be the central point of contact, keeping everyone on the same page and ensuring tasks are completed on time and to the highest standard. 

Your goal is not simply to execute requests but to proactively identify opportunities for improvement, collaborating alongside a Strategist to provide recommendations and solutions that help our clients thrive. Clear, concise, and client-friendly communication is essential, as you'll be the bridge between the client's vision and our team's execution. 

Key Points:

• Passionate about finding the best ways to get things done, building scalable systems and processes that save time and reduce friction; this may include:  
  • Research new tech tools and make suggestions based on your findings.
  • Gather feedback from client’s team to determine what’s working and what could be improved within the systems/processes we’ve built
  • Create or maintain SOPs, checklists, and other documentation for clear communication and optimized processes.
• Natural communicator who can easily translate projects into actionable steps and keep clients proactively informed and engaged.
  • Communicate regular updates on current tasks/projects with team members and our clients.
• Skilled at stakeholder & risk management tactics to anticipate challenges, identify solutions, and collaborate with the team to ensure projects stay on track.
  • Drive the management of projects by creating a clear scope, delegating tasks, and overseeing timelines/budgets.
• Thrive in a collaborative environment where delegation and managing up are crucial to success, working closely with both clients and internal teams to achieve shared goals.
  • Teach tech tools to clients and the best practices for implementing processes within those tools.

Skills That Will Enable You To Thrive:

• You learn quickly, like, really quickly. You can grok a client's business, projects, and tech tools with a minimal amount of context and details.
• You excel at balancing being thorough and efficient in a 100% remote work environment with multiple clients/projects at various stages.
• You are highly skilled at self-management. You've developed your personal organization workflows so that you meet deadlines while still being flexible for emergent re-prioritization.
• You are reliable and ensure others always know what you are doing, by when, and proactively follow-up about action items you are waiting on. 
• You take pride in refining your communication so it is clear and concise, both written and verbal, and especially the ability to speak client-friendly language that makes them feel safe and supported.
• You have a strong internal drive to exceed expectations, self-resource, and take initiative.
• You value collaboration and are discerning about when to reach out for support and ask questions. 
• You are dedicated to high-quality excellence, love to receive and give feedback, and have intentionally developed your emotional maturity to not take things personally.
• You appreciate personal development, are committed to diversity, equity, inclusion, and belonging, and are passionate about your own growth.
• You are detail oriented. Still paying attention? Put the secret code “I have found my peeps” in the 2nd to last application question - "Is there anything else that you want to tell us?"
• You are quick to pick up new tech and tools. We work in a variety of online tools and are always learning new ones for our clients. You will need to be able to fully utilize our core tech tools, including: ClickUp, Google Drive, TMetric, LastPass, Slack, Canva, and many more. And, learn new client tech in 1-2 hrs.
• You have a reliable computer and internet connection and can use video conferencing services such as Zoom.

Why It's Awesome To Join Our Team

1) Work virtually from anywhere! We are remote first and always will be. While we do work within Eastern Standard Zone business hours (typically 10am-6pm EST), there's a lot of flexibility for how you approach and complete your work each day!

2) You’ll work with extraordinary people. Everyone on our team has unique superpowers that are well honed in different areas. If you like working with organized, passionate, responsible, communicative, talented, accountable, creative, generous, fun, and ambitious people… that’s us.

3) We are ALL about mentorship! We mentor clients, everyone gets mentorship, and we mentor each other. We have mentorship cohorts, internal team trainings, co-working, and a constantly growing resource library.

4) We care about people, empowerment, inclusion, wellbeing, and we implement this in our client services and internal team. If that’s appealing to you - and you care too - you’ll be able to have a direct meaningful impact!

5) We have a high bar for excellence, execution, efficiency, results, and integrity. If you love to roll up your sleeves and be dedicated to detail-oriented, efficient quality, you’ll succeed here fast.

Magical Teams is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We highly encourage candidates who are LGBTQIA2S+, BIPOC, neurodiverse, disabled, from rural areas, and other communities.

Important: We take the time to read each and every application submitted. We request thoughtful responses to the application questions in order to be considered for proceeding forward in our process.