Business Operations Specialist - 21440

Location: Remote — Latin America or South Africa preferred Employment: Full-time, IC, 6 month contract (to hire/extend) Full overlap with U.S. Eastern business hours Compensation: per month USD (depending on exp / region)

We are a rapidly growing U.S.-based consultancy that designs and builds modern CRM and go-to-market systems for private capital firms and B2B technology companies. We are one of the highest-rated firms in our category, working with an ambitious, high-performing client base that expects excellence in everything we deliver.

We are an AI-first company — we build automation and AI into how we operate internally and how we serve clients — and our team is fully distributed. We move fast, hold a high bar, and promote quickly.

This is the role that keeps our internal engine running.

As we scale, our CEO and COO are spending too much time on the operational work that holds the company together — access provisioning, finance and compliance tasks, meeting prep, team events. This seat exists to take full ownership of that work so leadership can stay focused on clients and growth.

There is a clear, established playbook for this role today. What we are looking for is someone who executes it flawlessly and reliably — and who, over time, has the judgment to improve and expand it. We want someone who treats the recurring, detailed work as seriously as the strategic, and who wants to grow with a company that rewards people who do.

People & HR Operations

• →Own onboarding and offboarding, including provisioning and revoking access to internal software and tools
• →Ensure team members and contractors are paid accurately and on time, and confirm benefits are processed correctly
• →Administer the internal rewards program and fulfill team prizes
• →Coordinate team celebrations, recognition, and internal announcements

Finance & Bookkeeping Operations

• →Manage monthly invoicing and send timely payment reminders to clients
• →Process reimbursements (Gusto) and ensure accurate monthly commission payouts
• →Prepare and hand off clean financial information to the bookkeeper, completing a first-pass review

Compliance & Administrative Operations

• →Manage state tax and registration filings across multiple jurisdictions
• →Handle the company's virtual mailbox and route items appropriately

IT & Security Operations

• →Administer internal software tools and manage user access via single sign-on
• →Support the company's cybersecurity tools and routine device/endpoint checks

Executive & Meeting Support

• →Draft first versions of weekly company-wide and all-hands meeting agendas
• →Coordinate logistics for semi-annual team summits, including venue, travel, and event planning

Process & Growth

• →Identify opportunities to streamline and automate recurring workflows
• →Take on higher-level operational projects as the role expands

• 5+ years in business operations, business management, chief of staff support, or a senior executive assistant role
• Proven ability to manage recurring administrative, financial, and operational tasks with accuracy and consistency
• Comfort working across finance, HR, IT, and administrative functions, and switching context quickly
• Strong written and spoken English
• Full overlap with U.S. Eastern business hours
• High discretion and trustworthiness handling sensitive financial and company data
• Highly proficient with software tools and able to learn new systems quickly
• Typing proficiency of 40+ WPM at 95%+ accuracy

• Experience with Gusto, Salesforce, or HubSpot
• Familiarity with U.S. state compliance or tax filings
• Prior experience supporting a U.S.-based company
• Comfort using AI tools to automate and improve workflows

You are:

• Exceptionally organized and detail-oriented — you catch what others miss
• Proactive — you unblock problems before they reach leadership
• Humble and reliable — no task is beneath you, and you take pride in owning the recurring work well, for the long term
• Trustworthy — leadership can hand you sensitive financial and operational responsibilities with confidence
• A fast context-switcher — comfortable moving from finance to marketing to IT in a single day
• Thoughtful — you apply judgment even to checklist items and are always looking for the better way