Program Operations Manager

About The Embody Lab

The Embody Lab is one of the largest online continuing education institutions in the somatic, trauma-informed, and body-based fields. We bring together leading faculty — clinicians, researchers, and teachers whose work has shaped these disciplines — to deliver rigorous, accessible learning for the practitioners who carry it forward. Our learners include therapists, psychologists, social workers, bodyworkers, somatic coaches, yoga teachers, and allied practitioners around the world.

About the Role

We are hiring a Program Manager to be the operational engine of our programs. You'll own the calendars, the faculty scheduling, the Zoom Support Team coordination, and the day-to-day execution that keeps every program running cleanly across a 7-day operation.

You will report to the Chief Operating Officer and work closely with faculty, the admin team, the Zoom Support Team, and the broader operations function. This is a senior individual-contributor program management role with a wide surface area, real ownership, and meaningful weight on faculty relationships and live operations.

Adaptability matters here. Our roles and responsibilities shift in response to evolving goals and new programs — a flexible mindset and readiness to embrace change are essential and highly valued.

About the Engagement

This is a full-time engagement structured as an annual independent contractor relationship, not a W-2 employment role. The engagement runs on a 12-month term, renewable by mutual agreement, with a 30–60 day notice period on both sides after the initial term.

We are open to engaging you directly as an independent contractor or through your personal services corporation. Compensation is paid as a monthly retainer, in CAD. The contractor is responsible for their own income tax (CRA), CPP, and benefits. We provide standard expense reimbursement and the working tools you need (cloud accounts, software access); you provide your own hardware.

You will be Canada-based, eligible to work as an independent contractor in Canada, and able to overlap meaningfully with both Eastern and Pacific time zones for live programming.

Programs You'll Support

• Certificates (long and mini programs)
• Pre-sales events — Info Sessions and Meet the Faculty
• Immersions
• Workshops
• Mentorship
• Master “Members” Class
• Directory Events
• Summits
• Book Talks
• Pre-recorded programs for Continuing Education

What You'll Own

Calendar management

• ZA Staffing calendar
• Planning and Curriculum Overview Map calendars
• Google calendar
• TEL Member calendar
• TEL Directory calendar
• Maintain synergy across the planning calendar, the PM event calendar, and the Zoom staffing calendar so we operate from a single source of truth.

Faculty communication, scheduling, and contracts

• Faculty emails: scheduling, reminders / Slack messages, affiliate emails, and general inquiries.
• Faculty bookings across certifications, mini-certs, workshops, Master Classes, summits, Director Classes, and faculty prep meetings.
• Faculty payments and contracts: monthly invoice reminders; preparing and sending the contributor payment terms sheet and terms and conditions contract.

Zoom & Zoom Support Team (ZST)

• Set up Zoom links for meetings and webinars.
• Staff ZSTs for live programs, on-call coverage, and pre-recordings.
• Maintain ZST documentation, reminders, and pinned notes.
• Schedule and lead ZST meetings to prep for upcoming programs; follow up and answer questions as needed.

Admin team coordination

• Proactively plan, guide, and double-check the admin team's work on Google forms and student emails for each program.
• Complete the tasks on the CE Setup tab and inform the admin team of remaining tasks for upcoming programs.
• Answer general inquiries regarding CEs, emails, and certificates.

CE pre-recording program

• Schedule faculty and ZSTs for CE pre-recordings.
• Gather session information from faculty.
• Keep the MEDIA PROCESSING spreadsheets updated with the latest information.

Scholarships

• Identify scholarship dates and eligibility windows.
• Create coupon codes and communicate results to applicants.

Session info follow-up

• Summits.
• Master Classes.

PM team & live event support

• Attend weekly PM team meetings.
• Support live events as needed and as discussed in team meetings.

Tools You'll Use

• Kajabi (online learning platform) — program setup for student access.
• Gmail (faculty), our online learning platform (students), and Slack (internal).
• Zoom — hosting and attending meetings and webinars.
• Google Workspace — Sheets, Docs, Slides, and Forms.
• Google Drive — systematically organized document management.
• SquareSpace — simple updates to program web pages as needed.

You're a Strong Fit If You Have

• 5–8 years of program management experience, ideally in online education, continuing education, content production, or live events.
• A demonstrated track record of managing complex calendars and competing schedules without dropping balls.
• Experience as a primary point of contact for faculty, instructors, presenters, or external contributors.
• Comfort running an operating cadence across a 7-day, time-zone-spanning operation.
• Excellent written communication — clear, warm, and crisp.
• Working fluency with the tools above (or close equivalents) and the ability to learn new tools quickly.
• A flexible, calm-under-pressure mindset. Things shift, and you adapt without losing the thread.
• Comfort working as an independent contractor in Canada (directly or through your PSC), managing your own tax and compliance posture.
• Canada-based, with eligibility to work as an independent contractor in Canada.
• Care for the subject matter. We work in somatic, trauma-informed, and embodiment-adjacent fields, and our learners and faculty deserve respect.

Bonus Points For

• Direct experience with Kajabi.
• Familiarity with CE credentialing operations (SCA submissions, attendance tracking, certificate issuance).
• Experience managing or scheduling Zoom support staff for live virtual programs.
• Experience in somatic, mental health, or embodiment-adjacent fields.
• Prior experience working as an independent contractor for an education, wellness, or health business.

Who You'll Work With

You report to the Chief Operating Officer. You collaborate across the company with the founder, executive assistants, faculty, other directors and program managers, Zoom assistants, video editors, sales/marketing, finance, and admin.

What You Can Expect From Us

• A meaningful seat in the operational engine of a mission-driven, fully remote company.
• Direct partnership with the COO and meaningful exposure to the founder.
• A monthly retainer in CAD that respects the seniority of the work. Directional band: CAD $7,000–$9,000 per month for the right candidate, tuned to experience and depth in faculty operations and CE. (Specific terms discussed with finalists.)
• Renewable annual engagement, with a real path to expanded scope as the business grows.

Job Type: Full-time

Pay: $7,000.00-$9,000.00 per month

Application question(s):

• Why do you want to work for the Embody Lab?
• What skills will you bring to this role?
• Have you worked with an early stage company or for an entrepreneur before? If so, please tell us more about what you liked and didn't like about that experience.
• When are you available to start?
• What is your desired compensation?

Work Location: Remote