Operations & Marketing Coordinator

Operations & Marketing Virtual Assistant

Remote | Long-Term Position

We are a growing U.S.-based youth sports company looking for a highly organized and dependable Virtual Assistant to join our team long-term.

We operate youth basketball, volleyball, flag football, soccer, and baseball programs across multiple locations in West Texas.

This is not simply a data-entry position. We are looking for someone who can learn our business, communicate professionally with parents and staff, solve routine problems independently, and gradually take ownership of important day-to-day operations.

Starting Schedule

* Monday–Saturday
* Approximately 2–3 hours per day
* Approximately 12–18 hours per week
* Primary working window: 5:00 PM–8:00 PM U.S. Central Time
* Opportunity for additional hours and responsibilities as the position grows

Parent & Customer Communication

A major responsibility will be managing our parent/customer email inboxes.

You will be expected to learn our programs, schedules, policies, locations, and procedures so that you can independently:

* Monitor and respond to parent emails
* Answer questions about registration, sports, schedules, practices, games, locations, uniforms, and other program information
* Assist with routine roster and team-change requests
* Help parents navigate basic registration or program issues
* Maintain professional and friendly communication
* Follow established company policies and procedures
* Escalate unusual, sensitive, or high-level issues to management

Our goal is for you to take ownership of routine parent communication without needing management approval for every response.

Staff Scheduling & Communication

You will gradually take responsibility for helping coordinate our Game Day staff.

Responsibilities will include:

* Review upcoming Game Day schedules
* Create weekly employee schedules
* Assign staff to sports, locations, and shifts
* Enter staff schedules into the BAND app
* Communicate schedules and expectations to employees
* Confirm employees have received and acknowledged their assignments
* Communicate with staff throughout the week
* Help find coverage when an employee becomes unavailable
* Track scheduled versus actual hours worked
* Alert management to staffing problems that require additional assistance

Social Media & Marketing

You will also assist with our digital marketing, including:

* Manage Facebook and Instagram accounts
* Create and schedule social media content
* Create graphics using Canva
* Organize and post Game Day photos and videos
* Help promote upcoming programs and registration deadlines
* Respond to routine social media messages
* Create and manage campaigns using Meta Ads Manager
* Monitor Facebook and Instagram advertising performance
* Provide simple reports on advertising results

Actual Meta Ads Manager experience is strongly preferred.

Future Responsibilities

As you demonstrate reliability, accuracy, and knowledge of our business, we would like this role to expand into:

* Payroll preparation
* Reviewing employee hours
* Reconciling scheduled versus actual hours
* Maintaining payroll spreadsheets
* Identifying missing or incorrect time entries
* Preparing payroll information for management approval
* Additional administrative and operational responsibilities

There is an opportunity for this position to eventually grow into a larger Operations Coordinator / Remote Office Manager role.

Who We’re Looking For

We are looking for someone who:

* Has excellent written and spoken English
* Provides excellent customer service
* Is extremely organized
* Pays close attention to details
* Communicates professionally with U.S. customers and employees
* Is comfortable making routine decisions independently
* Can follow written policies and procedures
* Is proactive and doesn’t need to be reminded about every task
* Can identify a problem and work toward a solution
* Is comfortable learning new software
* Has experience with Google Workspace/Google Sheets
* Has experience managing Facebook and Instagram
* Has Canva experience
* Has experience with Meta/Facebook Ads Manager
* Has scheduling, operations, or team-coordination experience

Payroll or bookkeeping experience is a plus, but it is not required to start.

Experience working with a U.S.-based business is also a plus.

Compensation

$5–$8 USD per hour, depending on experience.

We will begin at approximately 12–18 hours per week. Additional hours, responsibilities, and compensation may become available as you demonstrate that you can take ownership of more areas of the business.

We are looking for someone interested in a long-term position and growing with our company.

How to Apply

Please follow these instructions carefully.

Start your application with the words “GAME DAY.”

Then provide:

1. Your resume.
2. A 60–90 second video introduction telling us about yourself and why you would be a good fit for this position.
3. Your experience providing customer service through email.
4. Your experience scheduling employees, coordinating teams, or managing operations.
5. Examples of social media accounts or content you have managed.
6. Your experience using Meta Ads Manager, including examples of campaign results if available.
7. Your experience using Canva.
8. Any payroll or bookkeeping experience you have.
9. Your current availability and confirmation that you can regularly work during our 5:00 PM–8:00 PM U.S. Central Time window.
10. Your desired hourly rate.

Finally, answer the following two scenarios:

Scenario #1:
A parent emails asking to move their child to another team because the current game time no longer works for their family. You have access to the schedules and rosters. How would you handle the request?

Scenario #2:
It is Friday evening and an employee tells you they cannot work their scheduled Saturday morning Game Day shift. What steps would you take?

Candidates who advance will be invited to complete a short paid skills assessment involving parent communication, staff scheduling, organization, and marketing.

We are looking for someone who wants to become an important long-term member of our team. As our company grows, we want this position to grow with it.