Business Operations Specialist (Office of the CEO) - 16860

Role: Business Operations Specialist / Founder Operations (Office of the CEO)
Priority Location: Global (South Africa, Latin America, Philippines)
Working Hours: Full time, Monday-Friday, must align with US hours (Pacific / Eastern Timezone)
Type of job: Fully Remote
Salary Range: Starts at $2,000/month 
The final offer, while starting at the provided minimum, is ultimately at the client's discretion. It will be determined based on the candidate's interview performance, skills, and current qualifications. Candidates who surpass the stated criteria may be considered for a higher salary range, subject to agreement with the client.

About the Role: We're looking for a highly capable individual to drive success at a fast-paced AI startup. This role offers exposure to all aspects of the business, from product to sales, and requires a strong work ethic, high intelligence, and a passion for building something significant. You'll work closely with the CEO, partner with top tech companies, and be part of a small, high-performing team aiming to build a billion-dollar company. We have a very high bar for talent, seeking only the best who are dedicated to continuous improvement and seizing this unique opportunity.

Your specific role (Business Operations Specialist, Founder Operations, or Office of the CEO) will be determined by your professional experience and demonstrated competency. This is an exciting opportunity to join a growing company that values and invests in top talent to execute high-impact projects.

Key Responsibilities:

Strategic Planning & Execution

• Plan and execute high-impact events such as in-person conferences and executive dinners for senior leaders across top companies.
• Manage a portfolio of customer accounts, driving retention and growth while building scalable Customer Success systems to support expansion.
• Support go-to-market (GTM) initiatives for new AI products and features—from prospecting and campaign execution to onboarding early customers.
• Collaborate with different departments and Leadership teams to manage projects from concept to launch, ensuring timely and quality delivery.
• Support recruiting efforts by sourcing, coordinating, and managing the hiring process for various roles across departments.

Communication & Coordination

• Manage multiple inboxes and draft professional communications using established SOPs and tone guidelines.
• Oversee scheduling and calendar management for executives, customers, and internal teams.
• Coordinate with vendors and partners for events, ensuring seamless logistics and execution.

Operational Execution

• Track project progress, maintain organized task boards, and ensure all follow-ups and deliverables are completed proactively.
• Handle administrative tasks such as expense tracking, documentation, and logistics management with high attention to detail.
• Maintain clear, structured documentation and organized shared resources to support efficient team operations.

Research & Synthesis

• Conduct targeted research using AI tools (ChatGPT, Claude) to identify vendors, partners, and best practices.
• Synthesize findings into actionable insights, summaries, or recommendations to support informed decision-making.

GTM, Recruiting & Customer Operations

• Support GTM operations, including CRM maintenance (HubSpot), lead tracking, and customer coordination.
• Assist in recruitment workflows through ATS management (Shaby), interview scheduling, and candidate communication.
• Serve as the first-line liaison for customer and community interactions, ensuring timely responses and issue resolution.

Automation & AI Enablement

• Build and maintain workflow automations using tools like Zapier, Make, and Slack to streamline operations.
• Leverage AI technologies to enhance efficiency, reduce manual work, and optimize daily processes across departments.

Required Experience & Skills:

• ​​​​​​A professional track record of consistent and full time role in Operations, Consulting, Strategy, Customer Success, Project Management or comparable strategic roles.
• Preference will be given to candidates with previous experience in high-velocity, demanding, and founder-driven start-up environments.
• Demonstrates fluency in written and spoken English, and confidence in client and internal communications.
• Exhibit a highly energetic, proactive, and positive "can-do" attitude, which is crucial for success in our fast-paced environment.
• Highly proficient in any modern and innovative productivity tools (e.g., Google Suite, Slack, HubSpot, Notion, Ashby, Zapier, ChatGPT/AI tools).
• Proven record of taking initiative and ownership beyond defined responsibilities.

Application Requirement: As part of your application, please provide detailed notes on what aspects of this Job Description resonated with you and explain why you believe you are a suitable candidate. This information should be included in your email response to the Recruiter for the client’s review.