Operations Lead / Executive Assistant

Job Description

Job Description

Arsenal Combat Sports — a Minority-owned, community-first martial arts academy is hiring a part-time Operations Coordinator to keep our growing academy running smoothly. If you’re highly organized, an excellent communicator, and looking for flexible daytime hours at a small business that values quality, family, and community, we’d love to hear from you.

What You’ll Do

• Coordinate instructor schedules — sub requests, time-off, class coverage, and weekly schedule updates • Manage vendor relationships — order mats, equipment, uniforms, and supplies; track invoices and deliveries

• Coordinate with our CPA, attorney, insurance broker, and other outside professionals on deadlines, filings, and renewals

• Support fight camp and competitor logistics — travel, tournament registrations, team communication

• Prepare agendas and follow-up notes for staff meetings; track action items to completion

• Help document curriculum, lesson plans, and instructor onboarding materials

• Manage the owner’s calendar and triage incoming requests to protect teaching and training time

• Draft routine emails, member communications, and internal updates for review

• Maintain operational checklists and standard operating procedures

• Take on additional administrative projects as the academy grows

What We’re Looking For Required

• 2+ years of experience in office management, operations coordination, executive assistant, or similar administrative role

• Strong but pleasant personality — confident, composed, and warm. You can handle a fighter off the mat, a parent at pickup, a vendor on the phone, and a busy academy owner, and walk away with the situation handled and the relationship intact

• Thick skin and a sense of humor — you don’t take direct feedback personally, you push back politely when needed, and you don’t get rattled by intensity or busy days

• Highly organized and detail-oriented — nothing falls through the cracks

• Strong written and verbal communicator

• Tech comfortable — quick to learn new systems (we use a CRM for memberships, scheduling, and checkins)

• Self-directed — you can prioritize, manage your own time, and follow through without being micromanaged

• Reliable, consistent, and discreet with sensitive business information

• Available 15–20 hours per week during daytime business hours, Monday through Friday between 9 AM and 4 PM. Afternoon-only schedules such as 12 PM – 4 PM are welcome. Evening- or weekend-only availability is not a fit for this role.

Nice to Have (Not Required)

• Prior experience in fitness, martial arts, or athletic facility administration

• Familiarity with Brazilian Jiu-Jitsu, MMA, or combat sports culture

• Experience working with high-intensity personalities (athletes, coaches, founders, first responders, attorneys, etc.)

• Experience with QuickBooks, Google Workspace, Asana, Trello, or similar tools

• Notary Public certification

Schedule

15–20 hours per week, Monday through Friday between 9 AM and 4 PM. We can accommodate flexible patterns within that window, including afternoon-only schedules (for example, 12 PM – 4 PM). What we need is consistent overlap with the daytime hours when our vendors and outside professionals are working. Evening- or weekend-only availability is not a fit for this role.

Company Description

Arsenal Combat Sports is a minority-owned martial arts academy serving adults, kids, recreational students, and
competitive athletes across multiple weekly classes in Brazilian Jiu-Jitsu, Muay Thai, MMA and wrestling.

Our mission is to build skilled, confident, and resilient people through high-quality coaching in a community that
takes care of one another. We are proud to support and collaborate with like minded and community centric businesses across our local community.

Company Description

Arsenal Combat Sports is a minority-owned martial arts academy serving adults, kids, recreational students, and\ncompetitive athletes across multiple weekly classes in Brazilian Jiu-Jitsu, Muay Thai, MMA and wrestling. \n\nOur mission is to build skilled, confident, and resilient people through high-quality coaching in a community that\ntakes care of one another. We are proud to support and collaborate with like minded and community centric businesses across our local community.