Business Operations Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Take ownership of the complete onboarding process: manage pre-boarding tasks, ensure a welcoming experience on day one, handle equipment provisioning, facilitate system access, oversee I-9/eligibility documentation, coordinate benefits enrollment transitions, and conduct 30/60/90-day check-ins.

• Manage the offboarding process: oversee separation logistics, system deprovisioning, schedule and synthesize exit interviews, arrange the return of equipment, and ensure thorough documentation.

• Keep Ashby as the definitive source for hiring activities — maintain up-to-date pipelines, configure templates and approval processes, generate reports for hiring leaders, and guarantee a high-quality experience for every candidate.

• Collaborate with hiring managers regarding interview scheduling, panel arrangements, candidate communications, and offer letter creation.

• Ensure employee records, files, and HRIS data are accurate and audit-ready; identify and resolve discrepancies proactively.

• Update policies, handbooks, SOPs, and state-specific addenda to keep them current and version-controlled; collaborate with employment counsel when policy adjustments are necessary.

• Assist with compliance efforts, including I-9 audits, ACQ accreditation documentation, training records, and mandatory state and federal reporting.

• Undertake operational projects lacking a clear owner — vendor onboarding and license tracking, logistics for leadership offsites, ad-hoc research, internal communications support, document and SOP organization, and other connective tasks essential for a rapidly growing company.

• Manage calendar scheduling for senior leaders — organize appointments, protect focus time, resolve conflicts, and anticipate logistical requirements proactively.

• Prepare our leaders for their week and key meetings — compile pre-reads, draft agendas, and ensure materials are organized and available at the right time.

• Utilize Claude daily as your main partner for thinking, drafting, and executing tasks — including emails, policy revisions, summaries, data organization, candidate communications, meeting notes, and project management.

• Create clear, engaging, on-brand internal communications — including onboarding announcements, policy updates, all-hands preparation, vendor communications, and manager FAQs.

• Maintain ANNA's internal knowledge base to ensure policies, SOPs, and answers to "how do we do X" are easily accessible and reliable.

⛳️ Requirements

• A minimum of 3 years of experience in operations, business operations, executive operations, chief-of-staff support, executive assistance, People Operations, or HR coordination within a fast-paced environment.

• Proven ability to support senior leaders directly — including calendar management, meeting preparation, follow-through, and travel logistics.

• Strong daily, hands-on experience with generative AI tools (Claude preferred; ChatGPT, Gemini, Copilot acceptable) — with the ability to discuss specific workflows you've developed.

• Exceptional written English; able to communicate in a clear, warm, and professional manner via email, Slack, and asynchronous documents.

• Ability to work full-time during US Eastern hours (approximately 9 PM – 6 AM Philippine Time) with a stable and reliable home work environment.

• A high standard for accuracy and confidentiality — treating sensitive company and employee information with the utmost care.

🏝️ Benefits

• Flexible PTO; US holidays are recognized.

• Full access to Claude (Pro) as well as other supporting AI tools provided.