Program Assistant – English/Spanish Bilingual

Role Overview

• Calendar & Scheduling Management – Oversee scheduling for training sessions, meetings, and events, ensuring coordination with facilitators and participants.
• Communication & Participant Support – Manage inquiries, respond to emails, send session reminders, provide technical assistance, and maintain timely responses across platforms (email, Slack, HubSpot).
• Attendance & Registration Tracking – Maintain accurate attendance records and registration reports using HubSpot and the LMS system.
• Facilitator Coordination – Assist facilitators by managing schedules, distributing materials, and ensuring they have the necessary resources for each session.
• Data & Documentation Management – Maintain organized records and reports in HubSpot and the LMS system to ensure seamless tracking of participant activity and program outcomes.
• Resource Development – Create and update FAQs, troubleshooting guides, and other materials to enhance participant engagement.
• General Problem-Solving & Adaptability – Identify and address program inefficiencies, assist with unexpected tasks, and proactively suggest improvements.
• Zoom Meeting Management – Set up and manage Zoom settings, assign co-hosts, moderate sessions, and troubleshoot technical issues.
• Pre-Event Tech Checks – Conduct sound, video, and connection tests to ensure facilitators are prepared.
• Breakout Room & Participant Management – Set up breakout rooms, monitor participant engagement, and manage chat functions.
• Live Problem-Solving – Quickly address technical or logistical concerns during sessions.

Requirements

• Remote Work Experience – Must be experienced working in a remote environment with strong time management and organizational skills.
• Professionalism – Must maintain a professional approach to work, including clear communication, accountability, and reliability.
• Attention to Detail – Ability to follow standard operating procedures with precision and accuracy.
• Team Player Mentality – Willingness to collaborate and take on tasks as needed to support the program.
• Customer Service & Problem-Solving – Strong ability to engage with participants and resolve concerns effectively.
• Technical Proficiency – Experience using Microsoft Office Suite, Google Suite, and video conferencing tools.
• Experience in Training or Facilitation – Prior experience in customer service, facilitation, coaching, or teaching.
• Emotional Intelligence – Ability to manage participant interactions with empathy and professionalism.
• Proficiency in CRM & LMS Platforms – Experience with HubSpot, Zoom, Asana, Eventbrite, Alchemer, and Slack preferred.
• Multilingual Skills – Fluency in English is required; Spanish proficiency is required.

Benefits

• Competitive, based on experience
• Performance-based bonuses may be available
• Generous PTO and paid sick time
• Financial support for equipment or internet expenses
• An allocated amount that employees can use toward benefits of their choice