Executive Technical Operations Manager

Job Overview

We are seeking an experienced Technical Operations Specialist to join our team. In this role, you will be responsible for designing and implementing operational systems, automating tasks, and ensuring seamless collaboration between teams.

About the Role

This is a hands-on technical operations position with executive support responsibilities. You will work closely with engineering and leadership to implement AI tools and modern ops software, keeping work organized, observable, and moving.

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.

Required Skills & Qualifications

• Technical Background: Experience working with engineers or equivalent fluency in technical concepts.
• Automation Expertise: Demonstrated experience building automations and operational systems (portfolio, screenshots, or diagrams welcome).
• Communication Skills: Comfortable and professional on the phone; persistent and courteous follow-up style.
• Attention to Detail: Obsessive attention to detail and reliability; zero tolerance for dropped threads.
• Written Communication: Strong written communication; crisp, concise updates and documentation.
• Learning Rate: High learning rate and curiosity; you pick up new tools quickly and improve them.
• Action-Oriented: Bias for action, high energy, and calm under changing priorities.

Benefits

• Remote Work: Fully remote – work from anywhere.
• Unlimited PTO: Ample paid time off to rest and recharge.
• Direct Mentorship: Grow through guidance from international industry experts.
• Learning & Development: Ongoing access to resources for professional growth.
• Global Networking: Work and connect with professionals around the world.
• Work-Life Balance: Flexible hours that support a healthy work-life balance.

Our Recruitment Process

1. Application
2. PreScreening
3. Top-grading Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding

Tools & Communication Channels:

• Productivity & Collaboration:
  • Notion
  • Airtable
  • Slack
  • Google Workspace
• Automation & Integration:
  • Zapier
  • n8n

Preferred Skills:

• APIs/webhooks
• OAuth basics
• Lightweight scripting (JavaScript/TypeScript or Python)

Must-Haves:

• No minimum years of experience required, but should have the following:
• 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.

Nice-to-Haves:

• Experience designing Airtable schemas, Notion architectures, or internal wikis.
• Basic data wrangling (CSV normalization, lookups, deduping, simple scripts).
• Awareness of security/compliance hygiene (permissions, least-privilege, auditability).