Administrator & Operations Manager

About the IEFCC

The International Executive Function Coaching Certification (IEFCC) is a new professional body launching operations in January 2026.

We set the global standards for executive function coaching — a growing field that helps people strengthen key mental skills such as organisation, focus, planning, emotional regulation, and self-management.

Until now, there has been no international body ensuring quality and consistency in this work. The IEFCC brings together leading specialists in psychology, education and coaching to define clear, evidence-informed standards for training and practice.

Our purpose is to ensure that everyone seeking executive function support can work with certified professionals who are ethical, inclusive and effective.

We are a non-profit professional body driven by values of neuroaffirmative practice, transparency, collaboration and continuous learning.

The Role

We are seeking a proactive and highly organised Administrator & Operations Manager to oversee the day-to-day running of the IEFCC.

This is a rare opportunity to shape the systems and processes of a new international professional body. You'll be the operational anchor for our certification programme — coordinating assessments, issuing certificates, managing records, and supporting candidates and training providers with warmth and professionalism.

You'll work independently most of the time, taking ownership of tasks and problem-solving as you go, with close support and regular check-ins from the IEFCC Director.

If you enjoy building efficient systems, managing detail, and being part of a meaningful mission from the ground up, this role is for you.

Key Responsibilities:

Assessment Coordination

• Manage the scheduling and administration of candidate assessments for Levels 1–4.
• Maintain assessment timetables, tracking sheets, and candidate status logs.
• Liaise with assessors, moderators and supervisors to confirm availability and deadlines.
• Send and manage candidate communications — invitations, reminders, results notifications.
• Record and file assessment outcomes in line with quality assurance requirements.

Certification Management

• Prepare and issue certificates and digital badges once candidates meet requirements.
• Maintain and update the public register of certified coaches and approved training providers.
• Monitor upcoming renewals and send timely reminders.
• Record any sanctions, appeals or lapsed certifications in accordance with policy.
• Support the development of automation and workflow improvements for certification.

Candidate & Provider Support

• Act as the first point of contact for queries about certification, training pathways and standards.
• Provide clear, friendly, and accurate information via email and occasionally by voice or video call.
• Maintain a log of common queries and update FAQ and guidance documents accordingly.
• Build positive relationships with approved training providers and coordinate key documentation.

Operational Administration

• Manage the IEFCC inbox and ensure all enquiries are responded to within set timeframes.
• Keep digital filing systems up to date and compliant with data protection laws.
• Produce regular operational reports for the Directors and the Board of Advisors.
• Track financial processes linked to certification (e.g. application fees, renewals).
• Prepare documentation for Board meetings and support minute-taking where required.

Systems and Process Development

• Work with the Director to develop and refine digital tracking systems (e.g. CRM or database).
• Create process maps, templates, and checklists for each stage of certification.
• Identify areas where processes could be streamlined or automated.
• Ensure all procedures are clearly documented and accessible.

Communications & Documentation

• Draft and update standard communications (emails, certificates, guidance notes).
• Ensure consistency of tone, formatting, and branding across documents.
• Coordinate updates to the website relating to certification and training provider listings.
• Support creation of annual impact and performance reports for the Board.

Person Specification

Essential

• Strong organisational and administrative skills with excellent attention to detail.
• Clear, professional written and verbal communication.
• Ability to work independently, managing time and priorities effectively.
• Experience using databases, spreadsheets or CRM systems.
• Comfortable working remotely and proactively seeking support when needed
• Empathy, discretion and a commitment to equality, diversity and inclusion.

Desirable

• Experience in education, coaching, accreditation or membership organisations.
• Understanding of executive function, neurodiversity or inclusive practice.
• Knowledge of data protection and record-keeping standards.
• Experience working in or with non-profits or professional bodies.

What We Offer

• Flexible, remote working within a supportive and values-led team.
• The chance to shape processes and systems from the beginning.
• Meaningful work advancing professional standards and inclusion globally.
• CPD and development opportunities aligned with our growth-mindset culture.

How to Apply

Please apply by submitting a CV and a short covering letter (no more than one page) explaining why this role resonates with you and how your skills align with our mission to advance neuroaffirmative, ethical coaching worldwide.

Please review the timelines below: If you are unable to commit to these timelines please let us know in advance when you submit your application.

Recruitment process:

Deadline for applications - 29th October 2025

Longlist task sent out 31st October must be submitted by 6th November 2025

Shortlisted candidates contacted for first round interview - on 10th November minute interviews will take place between 12th & 19th November 2025

This last stage will be conducted by the board of the IEFCC.

Final Panel Interviews will take place on 5th December 2025

Successful candidate will be notified by 8th December 2025

We want everyone to shine. If you require adaptations to support your application process please email

We can also share questions in advance and are flexible with timings, environments, and communication styles. Just let us know what you need — we're here to support you.

Job Type: Full-time

Pay: R40 000,00 per month

Work Location: Remote