Community & Operations VA

About The AYCI Academy
The AYCI Academy is the UK's leading coaching programme for NHS doctors preparing for senior consultant job interviews. Founded by Dr Tessa Davis, a paediatric emergency physician, we run five cohorts a year and have helped thousands of doctors secure their first consultant post. We're a small, remote team that operates a tightly structured programme - documented processes, clear ownership, high standards.

The Role
This role is the operational backbone of the AYCI Academy's delivery infrastructure. You'll own the backend systems that keep each cohort running reliably - Circle (our Community Platform) administration, cohort scheduling, 1:1 call logistics, automation monitoring, and the student wins system.

This is not a community management role in the traditional sense. You won't be managing student relationships or driving engagement - that sits with our Student Success Manager. What you'll own is verything behind the scenes: the platform admin, the scheduling, the automations, and the operational accuracy that makes the student-facing experience work.

The standard is simple: nothing slips, nothing needs a follow-up, and our Founder never has to step in because something in this lane was missed.

The role is 15 hours per week at $15/hour. This should include a few hours each day and at least half of these should be during UK hours (can be UK afternoons/evenings)

What You'll Own:
These are the 5 primary areas of work:

1: Circle Community Administration
You'll own the full backend of our Circle community - setting up cohort spaces, managing access and permissions, uploading recordings, keeping the leaderboard current, and archiving at cohort close. Everything students see in Circle runs through this role.

2: Cohort Scheduling & Logistics
You'll build and maintain the cohort calendar at least a month out - sessions, guest speakers, coaching assignments, and the kickoff sequence. Coaches have what they need before every session. Nothing conflicts with the launch schedule.

3: 1:1 Booking & Call Coordination
End-to-end ownership of all private tier and bonus call bookings. You'll maintain a forward-looking availability calendar and coordinate with coaches to ensure slots always exist before any student is pointed toward a booking link. No booking link goes out without confirmed availability - this is a hard rule.

4: Automation & Systems Monitoring
You'll monitor all active automations in Zapier and Make, own the interview dates system, and keep Kit (ConvertKit) tags and flows running correctly. When something breaks, you catch and fix it. You don't wait to be told.

5: Student Wins System
When a student win comes in through our Student Success Manager, you ensure the backend fires correctly: the right Kit tags, the Boss badge in Circle, automation exclusions, and the testimonial call flow. The wins system is the single source of truth - every win captured, no gaps.

What We're Looking For

• Exceptional attention to detail and follow-through - the kind of person who closes tasks before being asked
• Comfortable working independently in Circle, ---------- , Zapier/Make, Kajabi, and Kit (ConvertKit) - you don't need to build systems from scratch, but you need to own and maintain them
• Self-directed and high-autonomy - you manage your own board, flag problems early, and don't need daily check-ins
• Clear written English for internal coordination with a small remote team
• Experience supporting a remote online education or membership business is a plus, but not required

This role is not a good fit if you want to work directly with students, prefer flexible undefined scope, or need close direction. We operate with high autonomy and high accountability in equal measure.

How to Apply

• Send your CV and a short Loom (under 3 minutes) covering two things:

1: Why you are the best candidate for this position
2: One example of a backend operations or admin system you own - what it involves and how you keep it running

We need to know you can do the job.