Operations Associate – CEO

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

📋 Description

• Take full ownership of the CFO’s calendar, email, priorities, and follow-through across various workstreams, ensuring that high-impact tasks are prioritized and executed effectively.

• Serve as a proactive execution partner, facilitating communication between leadership, vendors, legal teams, finance, operations, and external stakeholders.

• Assist in business operations and strategic initiatives, fostering accountability, tracking deliverables, and ensuring projects progress smoothly.

• Manage vendor relationships, contracts, renewals, and assist in operational due diligence processes.

• Aid in legal and compliance workflows, which include coordinating contracts, tracking documentation, managing trademarks, patents, and other critical processes.

• Support financial operations by analyzing reports, monitoring budgets, reviewing vendor pricing, invoices, and identifying inconsistencies or opportunities for enhancement.

• Develop, maintain, and enhance systems, standard operating procedures (SOPs), workflows, dashboards, and operational processes to boost efficiency and minimize executive overhead.

• Utilize AI tools (Claude, ChatGPT, automation tools, AI agents) to enhance workflows, documentation, and operational execution.

• Prepare meeting materials, agendas, executive briefings, and ensure accountability for follow-ups and key action items.

• Assist with exit readiness initiatives, data room preparations, and confidential documentation processes as necessary.

• Organize travel, logistics, and respond to ad hoc executive support requests in dynamic environments.

⛳️ Requirements

• A minimum of 5 years of experience supporting founders, CEOs, CFOs, COOs, or senior executives in startup, DTC, ecommerce, SaaS, or high-growth contexts.

• Strong background in executive support fundamentals, encompassing calendar management, inbox management, executive communications, and prioritization.

• Experience within scaled DTC/ecommerce businesses, with a strong preference for subscription business experience.

• Proven capability to function as an Executive Business Partner, rather than just an administrative assistant.

• Solid exposure to financial processes, including budgeting, reporting, expense tracking, vendor pricing analysis, and the ability to interpret P&Ls or financial information.

• Experience with legal and compliance processes, including contracts, trademarks, patents, documentation, or regulated business settings.

• Familiarity with EOS / Traction methodologies (Level 10s, Rocks, Scorecards) is highly desirable.

• Highly adept with AI tools; regular use of platforms such as Claude, ChatGPT, AI agents, or automation solutions to enhance workflows and execution.

• Advanced skills in tools such as Google Workspace, Slack, Notion, HubSpot, QuickBooks, CRM systems, project management software, and spreadsheets.

• Strong analytical skills complemented by excellent problem-solving and process optimization abilities.

• Comfortable operating in high-growth, ambiguous, and rapidly changing environments with shifting priorities.

• Outstanding communication skills, discretion, a sense of ownership, and the ability to maintain confidentiality.

• Willingness to overlap with US Mountain Time hours (within 3 hours preferred).

🏝️ Benefits

• Competitive salary.

• Flexibility to work remotely.