Executive Operations Manager - Remote Eligible

Technical Operations Role

Role Overview This is a hands-on technical operations role with executive support responsibilities. You will design and run the operational backbone of our client, automate away inefficiency, and own tasks from request to verified outcome. You'll partner closely with engineering and leadership, using AI tools and modern ops software to keep work organized, observable, and moving. Traditional assistant work (including phone calls) is part of the job, but the core value is systems, automation, and relentless follow-through.

Task Ownership And Follow-Through

• Drive requests to closure, documenting proof of completion (e.g., if a clinic says "we'll call back," you create the follow-up loop and confirm the appointment is booked).
• Maintain a single source of truth for tasks, owners, due dates, and status.

Phone Calls And Stakeholder Coordination

• Place and receive calls to clinics, vendors, partners, and customers; navigate IVRs; leave effective voicemails; collect and confirm information in writing.
• Log every call outcome, next step, and deadline; escalate when SLAs or commitments slip.

Proactive "See Around Corners" Risk Management

• Anticipate dropped balls and blockers before they materialize; keep a visible "waiting-on-others" queue.
• Create buffers, calendar holds, and contingency paths; send pre-reads and reminder nudges ahead of deadlines.

Receipt And Expense Pipeline

• Build a reliable flow to find, file, categorize, and reconcile receipts.
• Produce weekly digests, flag anomalies, and keep an audit trail tidy.

Workflow Automation

• Design low-code automations that reduce manual work across Notion, Airtable, Slack, Gmail/Calendar, and Drive using Zapier or n8n.
• Add observability: logs, alerts, retries/backoff, and idempotency where needed.

Project Operations With Engineering

• Run lightweight cadences: priorities, blockers, follow-ups, and decision records.
• Keep boards and docs current; ensure every active item has an owner and next step.

AI-Accelerated Execution

• Use ChatGPT/Claude to draft comms, SOPs, and summaries; Perplexity for research; Rewind (or equivalent) for recall.
• Maintain prompt templates and check outputs for accuracy and tone.

Documentation And Runbooks

• Structure Notion spaces, write SOPs and checklists, and make processes legible.
• Keep information organized, searchable, and up to date.

Working Norms For Follow-Ups

• Maintain a visible "waiting-on-others" list with owners and dates.
• Standard cadence: initial outreach → T+1 day reminder → T+3 day escalation; adjust to context-appropriate SLAs.
• Close the loop in writing with confirmations, receipts, or screenshots.

Toolstack

• Notion, Airtable, Slack, Zapier, n8n, Google Workspace. Comfort with APIs/webhooks, OAuth basics, and lightweight scripting (JavaScript/TypeScript or Python) is strongly preferred.