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Operations Manager and Chief of Staff to the Founder (AI-First)

1 month, 4 weeks ago
Philippines
Full-time
Senior
Operations Manager
Operations
HubSpot
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Outsourced Staff

Outsourced Staff

Outsourced Staff provides high-performing dedicated teams of tech, digital, and customer support specialists in the Philippines, helping businesses reduce costs and increase productivity.

Professional Services
11-50
View All Jobs 25

Description

  • Coordinate and eventually lead the content and client success teams under the Founder’s direction.
  • Run the operational backbone of the business and ensure the Founder’s commitments are followed through.
  • Set the operating rhythm by tracking deliverables, monitoring client health, escalating issues, and ensuring SLAs are met.
  • Shadow the Founder and teams to map recurring tasks, decisions, and workflows across the business.
  • Document workflows as SOPs with triggers, steps, tools, decision criteria, and handoff points.
  • Build and maintain a searchable, version-controlled central SOP library.
  • Apply process-improvement methods to reduce waste, lower variation, cut cycle time, and improve quality.
  • Measure operational changes before and after and report results with numbers.
  • Identify workflows that can be delegated or automated with AI agents.
  • Manage the Founder’s inbox and calendar, including triage, drafting replies, scheduling, reminders, and prep.
  • Attend meetings with the Founder, take notes, capture actions, and own follow-through.
  • Draft post-meeting summaries, sales proposals, and pre-call briefs to improve response speed and meeting preparation.
  • Follow up warm leads by phone and keep HubSpot updated with deal stages, activity, and stale-deal flags.
  • Use AI tools to draft, summarize, research, and build light automations under the Founder’s direction.

Requirements

  • 5+ years of experience in operations, including direct support to a founder, CEO, or business owner.
  • Background in an outsourcing, BPO, or support services business.
  • Formal process-improvement certification such as Six Sigma Green Belt, Black Belt, Lean, or equivalent.
  • Track record of running initiatives that improved measurable metrics such as cycle time, defect rate, cost, or SLA performance.
  • Strong systems-thinking mindset with the ability to document, measure, and improve messy workflows.
  • Genuine interest in AI and willingness to spend significant time building and refining AI workflows.
  • Experience coordinating or managing teams, with readiness to take full ownership of them.
  • Confidence using Google Workspace, HubSpot, and Loom.
  • Strong written and spoken English, including the ability to match the Founder’s tone in email and on calls.
  • Comfort making warm follow-up calls and handling client-facing conversations when needed.
  • Sharp judgment, proactive follow-through, and calm performance under pressure.
  • Ability to work AEST business hours, 9:00 AM to 6:00 PM, on the Australian public holiday calendar.
  • Reliable high-speed internet and a professional dual-monitor home office setup.
  • Australian client experience is preferred.
  • Hands-on experience with Claude, custom GPTs, Claude Projects, or simple automations is preferred.
  • Experience drafting sales proposals or running follow-up sequences is preferred.
  • Prior responsibility for full P&L or team leadership is preferred.

Benefits

  • ₱80,000 to ₱150,000 per month compensation.
  • Full-time remote work from home.
  • Long-term role with a clear path into full operational leadership.
  • Training provided on Claude, prompt engineering, Claude Projects, and internal AI workflows.
  • Opportunity to work closely with the Founder in a high-trust, senior role.
  • Exposure to AI-first operations and the chance to build automation workflows.
  • Occasional out-of-hours flexibility for time-sensitive work.

Interested in this position?

Apply directly on the company website

Apply Now

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