Join Our Team – Intake Coordinator

Company: North Shore Executive Functioning (nsefcoaching.com)
Location: Remote — must be available during CST business hours and have a private space for calls with potential clients; applicants may work from anywhere as long as English is their primary language
Position Type: Flexible, Remote, Contract
Hours per Week: 10–12 hours per week (specific hours required laid out below). More hours may become available.
Compensation: $25 USD/hour + bonus (outlined below)

About North Shore Executive Functioning

North Shore Executive Functioning (NSEF) is a virtual coaching company dedicated to empowering individuals of all ages to develop and strengthen executive functioning skills. Our mission is to help clients thrive academically, professionally, and personally through tailored, compassionate coaching grounded in research-based strategies. We work with students, young adults, and adults, including many with ADHD and other executive functioning challenges.

Position Overview

We’re looking for a warm, reliable, and organized Intake Coordinator to join our team. This role blends two connected responsibilities: conducting exploration calls with prospective clients and supporting our marketing and operations through administrative work. It’s a great fit for someone who enjoys both people-facing conversation and behind-the-scenes execution.

Work Setup

This is a fully remote position. You’re welcome to work from anywhere, provided you can commit to CST business hours and maintain a private, professional space for client calls. Because exploration calls involve sensitive conversations with prospective clients and their families, a quiet, interruption-free environment is required during all call availability windows.

Hours & Schedule

Weekly hours are structured as follows:

• 4 evening or weekend hours per week, scheduled flexibly according to your availability 
• 6–8 daytime hours per week, scheduled flexibly between Monday–Thursday, 8:00am–2:00pm CST
• Some weekend availability for responding to client texts (this is rare and typically brief)
• Availability may be adjusted within this time frame as needed, but must be updated in our booking system.

Both daytime and evening hours are available for a mix of administrative work and exploration and presentation intake calls, with call volume varying week to week. The 10–12 weekly hours are guaranteed regardless of call volume. Time off is planned in advance so coverage can be arranged.

Time Off

Ability to work a minimum of 49 weeks per year. Our Intake Coordinator is able to take one week off from calls, three times per year. Traveling more often is fine as long as you still take calls in a confidential and quiet environment according to our above mentioned hours structure.

Part 1: Exploration Calls (Intake)

You’ll conduct 10-minute exploration calls with prospective clients — most of whom come through professional referrals and are already warm leads. These calls are an opportunity to listen, answer questions, share information about our coaching approach, and guide families toward the right next step with care and without pressure.

After each call, you’ll log notes, send any agreed-upon follow-up texts, and track each lead’s progress through to their purchase decision.

Training will be provided. 

Additional Compensation: $20 bonus per coaching subscription purchased.

Part 2: Presentation Intake Calls

You’ll also handle intake calls with professionals who have expressed interest in an EF-focused presentation. These are straightforward scheduling and information-sharing conversations — you’ll answer basic questions and coordinate next steps, working closely with our Outreach & Copywriting Manager who sourced the connection.

Additional Compensation: $50 bonus per presentation intake call that results in a completed, paid presentation (on contracts of $1,500 or more).

Part 3: Administrative Support

During hours when calls aren’t scheduled, you’ll support our marketing and operations, including:

• Creating social media graphics and posts using Canva
• Setting up and sending email campaigns using ActiveCampaign (training provided)
• Maintaining accurate client contact and intake records
• Tracking outreach metrics and intake progress in spreadsheets or shared documents
• Other light administrative and marketing support as needed

What We’re Looking For

• Genuine warmth and patience in client-facing conversations
• Strong written and verbal communication skills
• Reliable and trustworthy with sensitive, confidential client information
• Highly organized and detail-oriented, comfortable working independently
• Comfortably tech-inclined: able to pick up new platforms quickly and navigate digital tools with confidence
• Available during CST hours from anywhere with a private call space
• English as primary language

Preferred, not required:

• Degree or certificate in a related field
• Familiarity with ADHD, executive functioning, or neurodiverse populations
• Experience with in sales and marketing
• Experience with Canva or similar design tools
• Experience with ActiveCampaign or similar CRM/email platforms
• Experience with scheduling tools (e.g., Acuity) or project management tools (e.g., Asana)

If you are passionate about making a difference in the lives of others while contributing to a growing and dynamic team, we would love to hear from you. Please submit your resume and a cover letter detailing your relevant experience, why you would be a great fit for this position, and confirming required availability to amanda@nsefcoaching.com.