Business Operations Associate

Business Operations Associate
Employment Type: Full-Time, International Contractor
Work Setup: Remote, International
Schedule: Approximately 40 hours per week with meaningful overlap with U.S. Central Time (CT) business hours
Compensation: $12–$14/hour
About the Role
We are seeking a highly organized, proactive, and systems-oriented Business Operations Associate to support a lean strategic advisory practice.
This is a behind-the-scenes, non-client-facing operations role focused on keeping internal systems, workflows, documentation, follow-ups, and day-to-day operations organized and moving forward.
The ideal candidate is someone who takes ownership, works independently, communicates proactively, and enjoys building and maintaining organized systems. You should be comfortable managing information, coordinating workflows, supporting executive calendar management, assisting with light accounting operations, and identifying missing information or potential issues before they become problems.
This role is particularly well suited for someone who can demonstrate systems they have personally built, maintained, or improved rather than simply listing tools they have used.
Key Responsibilities
Manage and maintain internal systems, workflows, and documentation.
Organize files across platforms such as Google Drive, SharePoint, and internal knowledge systems.
Build and maintain Notion databases, including views, properties, linked records, and organized documentation.
Maintain contacts, pipelines, follow-ups, and relationship history.
Manage and support the principal's calendar, including meetings, holds, reminders, scheduling conflicts, and follow-ups.
Own recurring workflows from checklist through completion and handoff.
Support marketing operations, including lists, drafts, sequences, and tracking.
Review financial information, contracts, diligence materials, and vendor documentation to identify gaps, exceptions, or questions.
Provide light accounting and reconciliation support.
Prepare documents for signature and track outstanding items.
Create simple analyses, summaries, comparison tables, checklists, and status reports.
Maintain tools such as Notion, Todoist, ClickUp, and shared knowledge systems.
Use AI co-work tools for drafting, research, and operational support while carefully reviewing and verifying outputs before use.
Provide proactive status updates, identify blockers, and ensure action items have clear owners and next steps.
Handle sensitive business information with discretion, confidentiality, and sound judgment.
Requirements
Proven hands-on experience with Notion, including building or maintaining databases, views, properties, linked records, and structured documentation.
Strong written English with the ability to communicate clearly and concisely.
Demonstrated experience managing or substantially supporting a principal, executive, or leadership calendar.
Familiarity with Claude Cowork or similar AI co-work tools, including the ability to review, verify, and edit AI-generated work.
Strong organizational and structured-data skills, including spreadsheets, status tracking, file conventions, and checklists.
Experience in at least one of the following:
Bookkeeping or accounting support
CRM or pipeline operations
Document operations
Small-business or professional-services coordination
Strong attention to detail and ability to identify missing information, inconsistencies, and exceptions.
Proactive communication skills with strong follow-through and ownership.
Ability to work independently while keeping relevant stakeholders informed.
Strong judgment when working with confidential or sensitive information.
Ability to maintain meaningful overlap with U.S. Central Time business hours.
Availability for approximately 40 hours per week.
Important: Basic Notion familiarity is not sufficient for this position. Candidates should be able to provide a specific example of a Notion system they have personally built or maintained.
Nice to Have
Experience with QuickBooks Online or comparable bookkeeping platforms.
Experience with PandaDoc, DocuSign, or similar electronic signature workflows.
Experience with HubSpot, Salesforce, Attio, or comparable CRM platforms.
Experience supporting consulting, professional services, strategic advisory, or multi-entity small-business environments.
Bilingual proficiency in English and Spanish.
Experience incorporating AI tools into operational workflows while maintaining strong human review and quality control.
Experience coordinating multiple workstreams for a founder, principal, executive, or small-business owner.
What Success Looks Like
The successful candidate will be comfortable operating in a lean, systems-oriented environment where ownership and initiative are highly valued. You will be expected to keep work moving without constant direction, proactively communicate progress and blockers, maintain organized systems, and consistently close loops.
This position offers the opportunity to become a trusted operational partner to the principal and take increasing ownership of internal systems, workflows, and broader business operations as the organization grows.

Work arrangement
Yes