Type: Contract/1099 (part-time, ongoing)

Pay: $15-20/hr DOE

Format: Virtual

Schedule: Monday-Friday; hours must be within standard working hours in U.S. timezones (20-30 hours per week to start)

Reports to: Director, Client Engagement & Operations

Also works closely with: CEO, Executive Coaches, Facilitators, Accounting

About Bridgeline Executive Coaching

Bridgeline Executive Coaching partners with organizations to develop exceptional leaders through executive coaching, leadership development, and team effectiveness programs. Our clients include senior leaders and executive teams at growing companies, healthcare systems, academic institutions, and global organizations.

We are a very small, high-performing team where quality, professionalism, and trust matter deeply. We work closely with senior executives and world-class coaches, and we take pride in delivering a white-glove client experience.

Role Overview

The Client Operations Specialist supports the smooth execution of Bridgeline’s coaching and workshop engagements by handling day-to-day operational, administrative, and coordination responsibilities across the engagement lifecycle. This includes pre-engagement administrative follow-up, monitoring active engagements, supporting assessments and pulse surveys, and managing documentation.

The Specialist works closely with the Director of Client Engagement & Operations, the CEO, executive coaches, and accounting support to ensure work remains organized, accurate, and on track. While this role does not own sales, pricing, or strategic account management, it may involve professional, operational communication with clients and coaches to support engagement delivery.

Because we are a lean and growing firm, this role offers meaningful involvement from day one. For the right person, there may be opportunities to grow in scope, responsibility, and hours over time — including the potential to expand into a full-time, ongoing contract role as the business evolves and performance demonstrates readiness.

Core Responsibilities

1) Engagement Lifecycle Monitoring & Support

Support the operational health of coaching and workshop engagements across the engagement lifecycle, from pre-engagement coordination through active delivery.

Responsibilities include:

Supporting pre-engagement administrative follow-ups (e.g., intake form reminders, assessment coordination)
Using Monday.com to create, update, and monitor engagements and related information
Monitoring milestones, pacing, and engagement health
Flagging risks or issues and escalating appropriately
Launching and monitoring assessments and pulse surveys
Checking in on assessment timing and readiness
Preparing and distributing monthly client update reports
Supporting workshop coordination and preparation logistics

2) Coach Database & Coach Operations Support

Support the accuracy and upkeep of Bridgeline’s coach ecosystem and related materials.

Responsibilities include:

Maintaining and updating the coach database in Monday.com
Updating coach bios and profiles as requested
Supporting coach onboarding activities (documentation, access, system setup)
Helping ensure coach records, credentials, and materials are current and organized

3) Administrative & Coordination Support

Serve as a key coordination and logistics support partner for internal operations, supporting smooth execution across coaches, clients, and internal stakeholders.

Responsibilities may include:

Coordinating scheduling and logistical planning when multiple parties are involved
Assisting with coordination related to active engagements and workshops as needed
Monitoring website chat and routing inquiries
Drafting sales and follow-up emails for review and use using AI tools (ChatGPT, Jasper) and provided prompts
Setting up repeatable email sequences for new leads
Supporting HubSpot CRM administrative tasks related to leads and deals
Assisting with general sales operations and coordination as needed

4) Operations, Systems & Tools Support

Help maintain, organize, and improve Bridgeline’s operational systems and workflows to support scale and efficiency.

Responsibilities include:

Maintaining and organizing Monday.com boards
Supporting workflow improvements and documentation
Ensuring client-facing documents and internal reports and records are uploaded, organized, and easy to locate
Supporting HubSpot CRM hygiene and administrative tasks
Helping organize internal documentation and shared resources
Assisting with process improvements and streamlining over time

5) Invoicing & Financial Operations

This role does not require formal accounting experience, but does require comfort coordinating invoices, tracking accuracy, and partnering with accounting support.

Responsibilities include:

Collecting monthly vendor and coach invoices
Tracking invoices against engagement data in Monday.com
Following up on missing, late, or incorrect invoices
Uploading and organizing billing documentation
Coordinating closely with a part-time accounting partner
Ensuring invoices are processed and paid accurately and on time
Escalating discrepancies or questions as needed

Required Skills & Experience

Professional Experience

2–4+ years of experience in operations, program coordination, project support, or administrative roles within a client-facing, B2B, or professional services environment
Experience supporting customer success, client services, implementation, or delivery teams, with exposure to ongoing client coordination
Comfort working across the full lifecycle of engagements, including pre-engagement follow-up, active delivery support, and post-engagement administration
Experience providing administrative and coordination support, managing follow-ups, dependencies, and details across multiple workstreams
Comfort with light financial coordination, such as tracking invoices, reconciling records, and working with accounting support (formal accounting experience not required)
Experience working in a small, fast-moving team, with the ability to operate independently and adapt as needs evolve
Associate’s degree or above

Technical & Tooling Skills

Highly organized, detail-oriented, and reliable in maintaining accurate records and documentation
Tech-savvy and quick to learn new tools and systems
Comfortable using ChatGPT, Jasper, or similar AI tools for drafting communications and supporting workflows

Communication & Presence

Fluent in English (written and spoken)
Clear, professional, and thoughtful communication style
Comfortable interacting with clients, executive coaches, and internal stakeholders in a professional, operational context
Personable, calm, and service-oriented, with a strong focus on follow-through and reliability

Personal Attributes

Exceptionally organized and detail-oriented, with strong task and time management skills
Proactive and dependable, with a strong sense of ownership
Able to manage multiple priorities and track dependencies without rigid structure
Comfortable following defined processes while also helping improve them over time
Collaborative team player who communicates openly and asks questions when needed

Nice to Have

Interest in executive coaching, leadership development, management consulting, or related fields
Prior exposure to professional services, consulting, coaching, or learning & development environments
Experience working with distributed or remote teams

What Success Looks Like

Within the first 60-90 days, this person is reliably supporting engagement operations, assessments, reporting, and coordination tasks with minimal oversight, helping ensure work stays on track and reducing administrative burden on the team.

Why Join Bridgeline

Bridgeline is a small, high-performing team that values respect, trust, and high-quality work. We work hard, take ownership seriously, and support one another in delivering thoughtful, white-glove experiences for our clients and coaches.

You’ll be joining an environment where:

People treat each other with professionalism, kindness, and respect
Collaboration and mutual support are expected—not optional
Your work is visible, valued, and directly impacts the success of client engagements
High standards coexist with flexibility and trust
Thoughtful execution matters more than politics or hierarchy

We care deeply about doing excellent work and about working in a way that is sustainable, human, and supportive. If you enjoy being part of a capable, respectful team and take pride in reliable execution and follow-through, Bridgeline is a place where you can do meaningful work and grow alongside the business.

Bridgeline Executive Coaching

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