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 critical thinking, research and problem solving. You will manage information and workflows that power our work with students and families.

This is not a task-based assistant role. This is an ownership role for someone who understands how details compound into big downstream consequences.

Some overlap with PST and CEST hours is required to timely support our daily operations.

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 (Google Sheets and Docs)

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

Meeting Preparation and Quality Assurance

• Help coaches prepare for student meetings by overseeing students’ progress

• Review meeting notes and update our dashboards accordingly

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

Dashboards, Systems, and Workflow Management

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

• Build and maintain dashboards and automations (Airtable, Notion and Zapier)

• Monitor and maintain our custom-built CRM in Airtable

Who We’re Looking For

• 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, you figure things out, and once something’s on your plate, it gets done–on time and to a high standard.

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

• Tech-savviness: You are proficient in Google Sheets, and excited to learn tools like Airtable, Notion and Zapier.

• Curiosity: For you, everything is figure-outable because you take initiative to learn. 

• 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.
  

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

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.