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About the role

Hey Maria is looking for an Operations Lead to run day-to-day operations for a US-based client.

The client manages several professional membership associations and their chapters. You would support those accounts concurrently, each with its own board, its own committees, its own members and its own calendar of events. In practice that means multiple inboxes, calendars, sets of committee minutes, membership databases and event programs — held to the same standard, on the same day, without one account slipping while another is busy.

What you'll do

• Multi-account operations

  • Run daily operations across multiple association accounts concurrently, maintaining the Rhythm of the Business for each.
  • Prioritise across competing deadlines from multiple boards, committees and event programmes.
  • Hold a current, single view of what is outstanding on every account at any moment.

• Inbox and calendar management (Microsoft Outlook)

  • Manage multiple client mailboxes on a morning, midday and end-of-day review cycle, with maintained folder structures, flags and categories.
  • Triage by priority: same-day executive requests, vendor deadlines and event-day issues ahead of general correspondence.
  • Manage three client calendars: invitations, conflicts, RSVP monitoring, recurring-meeting audits, time zone and daylight-saving verification.
  • Draft correspondence for approval where required, and send only once approved.

• Board and committee support

  • Support board, executive, membership, sponsorship, finance, DEI, strategy and program committees across the accounts.
  • Complete the pre-call checklist before every meeting: trackers, task lists, prior minutes and project files open, pending items known.
  • Send the meeting reminder 30 minutes ahead, join on time, and be ready to share your screen and give an update at any point.
  • Retrieve the transcript, produce Minutes of the Meeting to the standard format, and distribute the recap and action items to all attendees.
  • Maintain committee action trackers and drive action items to closure between meetings.
  • Compile and distribute board packets and weekly board reports.

• Membership administration

  • Process applications, renewals, step-up requests and registrations in the association management system.
  • Maintain membership records and produce membership reporting for boards and committees.
  • Send welcome, verification and renewal communications to members.
  • Coordinate with national or global bodies on member processing and escalations.

• Event administration

  • Run member events end to end: registration, attendee tracking, meal selections, table assignments, badges, plaques and programme materials.
  • Review and finalise scripts, presentation decks and programme book content ahead of the day.
  • Coordinate vendors and printers against production deadlines.
  • Produce post-event communications: recordings, thank-you campaigns, surveys and reporting.

• Board and committee support

  • Support board, executive, membership, sponsorship, finance, DEI, strategy and program committees across the accounts.

• Digital, systems and records

  • Update chapter websites and event portals — listings, registration, sponsor placement — and troubleshoot registration issues.
  • Build and distribute email campaigns.
  • Maintain SharePoint and OneDrive structure, document control and archives, including retrieval of historical committee records.
  • Administer trackers in Smartsheet and Google Sheets.

• Process and reporting

  • Author and maintain SOPs; keep the account Operating Manual current.
  • Submit a Start-of-Day and an End-of-Day report every working day, and a weekly summary covering focus, progress, next week and blockers.
  • Identify recurring bottlenecks and implement workflow improvements.
  • Escalate at-risk deadlines in writing, in advance, with a revised commitment.

What we're looking for

• Two or more years in operations, association management, executive support or project coordination for US-based organizations, including at least one year supporting multiple accounts or stakeholders concurrently.
• Strong working proficiency in Microsoft 365 — Outlook (including Outlook Classic), Teams, SharePoint and OneDrive, Word, Google Workspace, ChatGPT, Claude, Notion and Excel. 
• Experience taking meeting minutes for formal committee or board meetings and distributing them to a deadline.
• Demonstrated experience authoring SOPs or process documentation that other people then worked from.
• Hands-on administration of a database or work-management system, including building structure rather than only updating records.
• Demonstrated comprehension of complex verbal and written instruction, including detail that is stated once.
• Direct written communication, including the ability to report a missed commitment promptly and propose a revised timeline.
• Independent quality control of your own work.
• Written and spoken English suitable for correspondence with a US board.
• Availability for a full 40-hour week without competing engagements.
• Filipino citizen, based in the Philippines, and W-8BEN eligible — not a US citizen, dual PH-US citizen, or green card holder.

Nice to have

• Experience supporting a membership association, professional body, chamber or nonprofit chapter — this is the single strongest signal for this role.
• Membership administration: applications, renewals, dues, registration processing.
• Event administration for member events — awards programmes, golf outings, networking and virtual events.
• Sponsorship administration and sponsor fulfilment tracking.
• Email marketing platforms such as Constant Contact or Mailchimp.
• Website or event-portal content administration.
• AI meeting transcription tools such as Read.ai, Fathom or Otter.
• Project management certification — CAPM, PMP, PRINCE2, Scrum or equivalent.

Tools you'll use

• • Microsoft 365 — Outlook, Teams, SharePoint, OneDrive, Word, Excel
  • Google Workspace
  • GrowthZone association management system
  • Smartsheet and Google Sheets — trackers and reporting
  • Fathom, Zoom and Read.ai
  • Constant Contact

  Training is provided. Prior day-to-day use of Microsoft Outlook at volume is expected; association management software experience is a significant advantage.

Schedule and timezone

Full-time, 40 hours per week. Monday through Friday, 8:00 AM – 5:00 PM US Eastern (8:00 PM – 5:00 AM Philippine Standard Time).

This is a night shift aligned to full US business hours. Applicants should be satisfied the schedule is sustainable before applying.

Event periods occasionally require hours beyond the standard shift. Additional hours are approved in advance by the client and are either offset within the same week or compensated.

Rate

USD $5-$7 per hour at engagement, based on experience. Engagement is as an independent contractor under a Hey Maria services agreement. 

The upper end of the band is available to candidates bringing direct association or chapter management experience and association management software depth. Contract rates are reviewed annually against performance and tenure. Eligible associates may access the Hey Maria HMO allowance, certification through the Hey Maria Academy, and performance-based travel incentives, as set out under Perks & Support on this page.

Technical requirements

• • A dual-monitor setup. A single screen materially slows the work and is not sufficient for the position.
  • Primary connection of 25 Mbps download / 10 Mbps upload minimum, with a functioning backup connection.
  • Backup power: a UPS, or a laptop capable of holding charge through an outage.
  • HD webcam and headset with noise-cancelling microphone.
  • A private, quiet, well-lit workspace suitable for board-level video calls.

  Verified at the working simulation stage. No submission is required at application.
  
  

Selection Process

• • Application review. Resume, video submission and work sample are reviewed by Hey Maria's recruitment team. Every application is reviewed by a person.

• • Screening interview. 15 to 30 minutes with Hey Maria's recruitment lead.

• • Task Assessment. 60 minutes with Hey Maria's recruitment lead.

• • Client interview. 30 minutes with the stakeholders you would support.
  • Working simulation — four hours, unpaid. Conducted on a shared screen, using real redacted material from the account. Covers committee minutes to a deadline, a scheduling conflict across three calendars, inbox triage under competing priorities, an event attendee tracker, and an SOP written from an undocumented process. This stage carries the greatest weight in the decision.

• • Offer and onboarding. Services agreement setting out role, scope, rate and terms; Hey Maria onboarding; a 14-day structured ramp on the client account.

How to apply

Complete the application form at the bottom of this page and quote Job ID HCL/ECL. Applications close Aug 27, 2026 | 8:00 AM EST — we interview on a rolling basis and the role may be filled before then.