Executive Assistant

Job Purpose

The Training Operations Manager is responsible for the end-to-end operational delivery of both customised (team) training and open enrolment training programmes at our company. The role ensures that every course is delivered smoothly, professionally, and consistently, acting as the central point of coordination between clients, trainers, venues, platforms, and internal teams. The position requires a highly organised “doer” who can manage multiple moving parts, anticipate issues, and take ownership through to resolution.

A. Team (Customised) Training Responsibilities

1. Training Operations & Delivery

Once a contract has been signed, responsibility for delivery is handed over to this role. You will own the full operational execution of the programme.

Key responsibilities include:

 Full handover from signed contract to delivery

 Acting as the primary point of contact for trainers and clients

 Coordinating all delivery logistics to ensure alignment across stakeholders

Trainer & Client Coordination

 Confirming:

o Training location (on-site, virtual or hybrid)
o Dates, timings and agendas
o Room set-up and AV requirements
o Online platform set-up (Zoom, Teams, etc.)
o Delegate lists and attendance logistics

 Managing:

o Slide decks and training materials
o CDA / NDA documentation
o Calendar invites for trainers and delegates
o Delegate arrival details and joining instructions

Logistics Management

 Booking and coordinating:

o Venues
o Trainer travel and accommodation
o On-site logistics and schedules

Training Delivery Support

 Moderating live online sessions where required

 Supporting trainers with slide reformatting, corrections, and presentation quality

 Managing recordings and basic editing (where applicable)

Post-Course Activities

 Moodle platform set-up:

o Delegate enrolment
o Certificates of attendance
o Evaluation / feedback forms

 Course completion emails to clients

 Follow-up emails to trainers

 Collating delegate feedback and producing a summary report

 Providing post-course information and agreed follow-ups to the client

2. Invoicing & Financial Administration (Team Training)

 Coordinating with clients to prepare and issue invoices

 Completing and managing client vendor forms

 Processing trainer invoices

 Chasing outstanding payments in coordination with finance

3. Contracts, Proposals & Document Support

This element of the role supports the wider team with hands-on execution, often across multiple projects.

Responsibilities include:

 Populating and preparing contracts, proposals and agreements

 Chasing trainers for supporting proposal documents

 Building and refining slide decks and pitch materials

 Tidying, structuring and formatting agendas

 Supporting marketing documentation, including:

o Researching information, statistics and figures
o Gathering client feedback and testimonials
o Developing case studies
o Using Canva to design documents (where appropriate)
o Writing LinkedIn posts and basic marketing copy

 Building Zoho CRM contact lists and supporting sales outreach

 Assisting with complex client projects.

 Supporting the identification and onboarding of new trainers and consultants when required

B. Open Training Responsibilities

1. Open Course Operations & Delivery

You will manage all operational and customer service aspects of our open enrolment training portfolio.

Responsibilities include:

 Building courses within the training portal and enrolling delegates

 Managing live online course moderation and recording edits

 Organising trainer:

o Travel
o Accommodation
o Calendar invites

 Organising delegate calendar invites and joining instructions

 Liaising with venues for classroom courses

 Ensuring all course delivery documentation is accurate and up to date

2. Delegate & Customer Service Management

 Acting as first-line support for delegate enquiries

 Responding to customer emails via the shared mailbox in a timely, professional and helpful manner

 Managing:

o Course cancellations
o Delegate cancellations and transfers

 Liaising with trainers to obtain course materials and updates

3. Booking, CRM & Invoicing (Open Training)

 Managing bookings from initial enquiry to confirmation

 Processing bookings including:

o Invoice creation
o Vendor form completion
o CRM entry and data accuracy

 Ensuring delegates receive all automated communications

 Supporting payment follow-up where required

C. Systems, Feedback & Continuous Improvement
These responsibilities apply across both team and open training.

 Gathering and analysing delegate feedback

 Escalating issues and highlighting successes

 Producing summary feedback reports

 Maintaining and improving automated systems, including:

o Pre-course forms
o Certificates
o Trainer communications
o Customer email workflows
o Digital badges

 Providing proactive input to improve operational processes, systems and scalability

Person Profile

 Highly organised with strong attention to detail

 Comfortable managing multiple projects simultaneously

 Confident communicator with trainers, clients and internal teams

 Practical, solutions-focused and comfortable “getting stuck in”

 Experience with CRM systems, LMS platforms and online training tools desirable but not essential and easy to learn.

 Comfortable using Canva, PowerPoint and document templates