Operations Specialist

We’re Winning Ivy Prep, a fast-growing company dedicated to helping students achieve their college dreams. We’re hiring a proactive, detail-oriented Operations Specialist to keep our systems running seamlessly, own key day-to-day processes, and help us scale with precision. We’re a fully remote, small but mighty team spread across Europe and the US.

About the Role

This role combines systems thinking, operations, research, and structured writing. You will manage information and workflows that power our work with students and families. Some overlap with PST and CEST hours is required to support daily operations timely.

As an Operations Specialist, you will take full ownership of:

Research, Data, and Knowledge Base Management 

• Research colleges, programs, summer opportunities, and admissions requirements

• Structure findings into accurate and actionable resources

• Fact-check information and verify sources to maintain clean, updated databases

Dashboards, Systems, and Workflow Management

• Support and improve workflows across student onboarding, scheduling, and tracking

• Build and maintain dashboards and automations in Airtable, Notion and Zapier

• Learn new tools quickly and document processes for the team

Client Pipeline and Communication

• Draft polished, professional follow-up emails after introductory calls

• Communicate clearly with students and families using warm, concise, error-free English

• Monitor and maintain our CRM

Meeting Preparation and Quality Assurance

• Prepare materials for student meetings and ensure all documents are accurate

• Review agendas, deadlines, and dashboards for completeness and consistency

• Catch errors, inconsistencies, or missing information before they reach families

Who We’re Looking For

You are not just an operator. You are a thinker, problem-solver, researcher, and writer who cares about clarity, accuracy, and student success.

• Critical Thinking: You understand the “why” behind tasks and work backward from goals.

• Ownership & Reliability: You take full responsibility for your work. You are resourceful, and once something’s on your plate, it gets done–on time and to a high standard.

• Professional English fluency (C1/C2): You research meticulously and produce writing that is concise, error-free, and tailored to the audience.

• Experience: 2+ years in operations, project management, or a related role, ideally on small, fast-moving remote teams.

• Relentless Precision: You catch errors others miss and don’t call something “done” until it truly is.

• Curiosity: You firmly believe everything is figure-outable and take initiative to learn what you don’t know.

• Tech-Savvy: Comfortable learning new tools (Airtable, Zapier, Notion, and AI tools).

Benefits of Joining our Team

• Flexible, autonomous, remote work schedule

• Birthdays off & 25 days of PTO

• Collaborative and creative team that enjoys building quality products and experiences together

• Growth & career development in a high-performance team

After submitting the application form, you are welcome to follow up with Nikolina, our Operations Manager (nikolina@winningivyprep.com). In a brief email (maximum 120 words), describe how a service like Winning Ivy Prep’s could have influenced your academic or career path if you’d had access to it in high school.

Winning Ivy Prep College Admissions asks respectfully to only apply through the application form and not email/apply to them directly. Recruiters and Agencies please do not contact Winning Ivy Prep College Admissions.