Operations Manager – Chief of Staff to the Founder, AI-First

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

📋 Description

• Collaborate with the content and client success teams under the guidance of the Founder, evolving into complete ownership and management as trust is established.

• Establish the operational rhythm. Pursue deliverables, monitor client health, escalate issues, and ensure service level agreements (SLAs) are fulfilled.

• Manage the operational framework to allow the Founder to concentrate on growth.

• Identify and flag operational challenges before they reach the Founder.

• Oversee the implementation of new tools, processes, and team initiatives.

• Observe how the Founder and teams allocate their time on a weekly basis.

• Document every recurring task, decision point, and workflow across sales, recruiting, operations, content, client success, and finance administration.

• Create a clear, repeatable Standard Operating Procedure (SOP) for each task, including triggers, steps, tools utilized, decision criteria, and handoff points.

• Develop a central SOP library that is searchable, regularly updated, and version-controlled.

• Utilize process-improvement methodologies (Six Sigma, Lean, or equivalent) to detect waste, decrease variation, shorten cycle times, and enhance quality.

• Measure and present results before and after implementing changes.

• Determine which workflows can be delegated or automated using AI agents.

• Transform the business from a collection of habits in the Founder's mind into a documented, measurable system.

• Manage the Founder's inbox with assistance from outsourced staff and conversational AI. Triage emails, draft responses, send under direction, and escalate critical matters.

• Oversee the Founder’s calendar. Schedule meetings, protect focus time, send reminders, and prepare for upcoming engagements.

• Attend meetings with the Founder. Take notes, capture decisions and actions, and ensure follow-through.

• Conduct daily and weekly check-ins to discuss priorities, ongoing deals, upcoming follow-ups, and any obstacles.

• Prepare post-meeting summaries within one to two hours after a call concludes.

• Draft and dispatch sales proposals on the same day if requests are received before noon.

• Follow up with warm leads by phone when they become unresponsive, typically making five calls per week. ("Dom sent that proposal, what’s your status?")

• Maintain HubSpot efficiently. Update deal stages, log activities, flag stale deals, and ensure leads are included in follow-up sequences.

• Compile pre-call briefs to ensure the Founder is well-prepared for every meeting.

• Utilize Claude as your primary AI tool with provided training on Claude, Claude Projects, prompt engineering, and the internal AI ecosystem.

• Employ AI to draft, summarize, research, and expedite preparation for all tasks.

• Create and manage light agents and automations under the Founder's supervision.

• Identify repetitive tasks and propose AI-assisted methods for handling them.

⛳️ Requirements

• Minimum of 5 years in operations, with direct experience supporting a founder, CEO, or business owner.

• Background in outsourcing, BPO, or support services, with an understanding of how service delivery operates behind the scenes.

• Formal process-improvement certification (Six Sigma Green or Black Belt, Lean, or equivalent) and a proven record of leading initiatives that positively impacted measurable metrics (cycle time, defect rate, cost, SLA performance).

• A true systems thinker who instinctively documents, measures, and improves messy workflows.

• 200% committed to AI. Genuinely intrigued, actively learning, and eager to devote a portion of your week to developing and refining AI workflows. (We provide the training; you bring the drive.)

• Experience in coordinating or managing teams, with the desire to take full ownership of them.

• Proficient in Google Workspace, HubSpot, and Loom.

• Excellent written and spoken English skills. Capable of matching the Founder's tone in emails and holding your own in calls or meetings.

• Comfortable making warm follow-up calls without prompting.

• Sharp judgment regarding what requires the Founder's immediate attention, what can wait, and what you can manage independently.

• Proactive. You complete tasks rather than merely flagging them.

• Composed under pressure and adaptable to the pace of a founder-led business.

• Ability to work during Australian business hours (AEST, 9:00 AM to 6:00 PM) and adhere to the Australian public holiday calendar.

• Reliable high-speed internet and a professional dual-monitor home office setup.

🏝️ Benefits

• Opportunity to work directly with a founder and influence business operations.

• Access to training and development in AI tools and methodologies.

• Flexible work environment with a focus on productivity and efficiency.