Senior Business Operations Specialist (Fund Ops, Finance & AI Automations) - 63325872160

Our client is a fast-growing investment management and fintech firm building institutional-quality alternative investment solutions. The firm manages proprietary investment products while also developing white-label fund-of-funds solutions for independent multi-family offices and financial advisory firms across the United States.

The team operates as a lean, high-performing organization where individuals are expected to take meaningful ownership, work across functions, and continuously improve how the business operates.

As the firm scales, technology and automation are becoming increasingly central to the operating model. The goal is not simply to add headcount, but to build systems and processes that allow a small team to operate with significantly greater leverage.

We are seeking a Senior Business Operations Specialist to become a core operational resource within the firm.

This is a high-ownership business operations role with three major components:

1. Finance, accounting, and fund operations
2. Business operations and people operations
3. Systems optimization and AI automation

The successful candidate will work closely with the Chief of Staff and Head of Operations to keep critical work moving across the business. They will manage delegated finance and fund operations responsibilities, coordinate internal operations, improve processes, and identify opportunities to eliminate repetitive manual work through technology and AI.

This is not a traditional Executive Assistant role. We are looking for a seasoned operator who is comfortable working across finance, investment operations, business operations, people operations, and technology.

The ideal candidate is someone who sees an inefficient process and thinks, "How can we make this better?", rather than simply completing the task manually.

• Manage corporate expenses, invoices, reimbursements, corporate cards, and vendor payments.
• Support payroll, accounting records, and financial administration in coordination with external accounting partners.
• Review monthly Net Asset Values (NAVs) and coordinate with third-party fund administrators.
• Reconcile cash, positions, and other fund-level information.
• Support investor subscriptions, redemptions, transfers, and related workflows.
• Maintain KYC/AML documentation and investor records.
• Support capital calls, distributions, fee calculations, and investor reporting.
• Extract fund data for quarterly fact sheets and performance reporting.
• Support fund launches, including account setup, documentation, registrations, and operational coordination.
• Identify discrepancies or missing information and proactively resolve or escalate them.

• Own recurring operating cadences, meetings, project tracking, and follow-up.
• Coordinate cross-functional initiatives and ensure commitments are completed on time.
• Manage calendars, scheduling, travel, meeting preparation, and other operational logistics as needed.
• Maintain operational trackers and ensure action items do not fall through the cracks.
• Manage vendors, software subscriptions, and operational relationships.
• Create and maintain SOPs, documentation, and internal playbooks.
• Take ownership of ad hoc projects and operational priorities as they arise.

• Become an internal expert on the firm's operational technology stack.
• Audit existing workflows and identify opportunities to improve efficiency.
• Build, configure, and implement automations using tools such as AI platforms, Zapier, Make, or similar technologies.
• Prototype and deploy AI agents that eliminate repetitive manual work.
• Determine which processes should be automated versus retained as human-controlled workflows.
• Measure the impact of automation through time saved, reduced manual work, and improved process reliability.
• Train team members on new systems, automations, and workflows.
• Continuously improve systems rather than simply maintaining existing processes.

• Coordinate full-cycle recruiting processes, from intake through offer.
• Manage interview scheduling, candidate communication, and hiring workflows.
• Coordinate onboarding and offboarding processes.
• Maintain a smooth and organized employee experience.
• Support recurring team activities, internal meetings, and company initiatives.
• Maintain accurate People Ops documentation and processes.

• Monitor and triage investor-related communications, escalating complex matters appropriately.
• Support preparation of board materials and executive reporting.
• Coordinate executive logistics, travel, and scheduling.
• Track action items across executive workstreams.
• Assist with sales and marketing operational support when needed.

• 8+ years of professional experience in business operations, finance, accounting, fund administration, investment operations, or a closely related field.
• Direct experience within investment management, asset management, capital markets, fintech, or financial services is required.
• Strong working knowledge of accounting fundamentals, including:
  • P&L
  • Balance sheet
  • Cash flow
  • Reconciliations
  • Expense management
• Experience with fund operations, fund administration, or investment operations is strongly preferred.
• Ability to review and understand fund NAVs.
• Experience with investor onboarding, KYC/AML, subscriptions, redemptions, capital calls, distributions, or related fund workflows.
• Experience supporting fund launches or formation is highly desirable.
• Demonstrated experience using AI and automation tools to improve business processes.
• Comfortable learning and optimizing complex software systems.
• Strong proficiency with productivity and business systems, with the ability to become the internal expert on new platforms quickly.
• C2 / near-native English communication skills, both written and spoken.

• Exceptional ownership: Takes responsibility for outcomes rather than waiting for instructions.
• Highly organized: Can manage a broad and constantly changing workload without losing track of details.
• Extremely reliable: Closes loops, follows up proactively, and does not require constant management.
• Strong prioritization: Can distinguish between urgent, important, and high-leverage work.
• High attention to detail: Particularly important when handling financial and investor information.
• Low ego: Comfortable doing both strategic and highly tactical work.
• Systems thinker: Naturally looks for ways to improve processes rather than repeatedly performing inefficient tasks.
• Technologically curious: Actively explores AI and automation rather than waiting for someone else to introduce new tools.
• Discreet and trustworthy: Comfortable handling confidential financial, investor, and personnel information.
• Adaptable: Comfortable operating in a lean, fast-moving environment where priorities can change quickly.

The ideal candidate is a seasoned business operator who happens to have a strong finance/fund operations foundation, rather than an accountant who occasionally helps with operations.

They should be comfortable moving between reviewing a NAV, coordinating with a fund administrator, fixing an internal process, managing a recruiting workflow, building an automation, and chasing down an action item that would otherwise fall through the cracks.

They are highly autonomous and do not need a manager constantly checking their work.

Most importantly, they should be able to create leverage. As the firm grows, this person should progressively eliminate manual work, improve systems, document processes, and help the existing team accomplish more without requiring proportional headcount growth.

This is a critical leverage role within a lean investment management organization.

The company is intentionally building a high-output team rather than simply adding employees as workload increases. This person will help make that model possible by owning critical operational work while continuously improving and automating how the firm operates.

The successful candidate will have the opportunity to become a significant operational leader as the company scales.