Operational Excellence Specialist
2 days ago
This is a technical operations role with executive support responsibilities. You will design and run the operational backbone of our client, automate away inefficiency, and own tasks from request to verified outcome. You'll partner closely with engineering and leadership, using AI tools and modern ops software to keep work organized, observable, and moving.
Traditional assistant work (including phone calls) is part of the job, but the core value is systems, automation, and relentless follow-through.
Key Responsibilities- Task Ownership & Follow-through: Drive tasks to completion, ensuring clear documentation and follow-up actions. Maintain a centralized source of truth for assignments, deadlines, and statuses.
- Phone Calls & Stakeholder Coordination: Handle inbound and outbound calls to stakeholders, ensuring clear communication, logging outcomes, and escalating as needed to meet SLAs.
- Proactive Risk Management: Anticipate issues and create buffers, reminders, and contingency plans to keep tasks on track. Use pre-reads and reminders to align teams with deadlines.
- Receipt & Expense Pipeline: Develop a system for receipts, ensuring accurate categorization and reconciliation. Provide weekly reports and flag discrepancies.
- Workflow Automation: Design low-code automations using tools like Notion, Airtable, Slack, and Zapier to streamline tasks. Ensure automation reliability with logs and alerts.
- Project Operations with Engineering: Facilitate regular check-ins with engineering on project progress, blockers, and next steps. Keep documentation and project boards up-to-date.
- AI-Accelerated Execution: Use AI tools (e.g., ChatGPT/Claude) for drafting communications, SOPs, and summaries. Maintain prompt templates and verify outputs for accuracy.
- Documentation & Runbooks: Structure Notion spaces and write SOPs. Keep operational documentation organized and regularly updated.
- Follow-Up Norms: Track a visible 'waiting-on-others' list, ensuring timely follow-ups with clear SLAs. Follow a set cadence for reminders and escalate when needed.
- Technical background or equivalent fluency working with engineers.
- Demonstrated experience building automations and operational systems (portfolio, screenshots, or diagrams welcome).
- Comfortable and professional on the phone; persistent and courteous follow-up style.
- Obsessive attention to detail and reliability; zero tolerance for dropped threads.
- Strong written communication; crisp, concise updates and documentation.
- High learning rate and curiosity; you pick up new tools quickly and improve them.
- Bias for action, high energy, and calm under changing priorities.
- Fully remote – work from anywhere.
- Ample paid time off to rest and recharge.
- Ongoing access to resources for professional growth.
- Work-life balance: flexible hours that support a healthy work-life balance.
- Application
- Pre-screening
- Top-grading interview
- Skills assessment
- Client interview
- Job offer
- Client onboarding
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