About the role
We are seeking 7 months maternity cover, (March 17th 2025 - October 16th, 2025) for a proactive and detail-oriented Operations Lead to oversee the smooth functioning of our company operations. This remote position is integral to ensuring our team remains aligned and efficient across the various projects and time zones we work across.
The period of employment
March 15th - October 17th, 2025. The dates include a one-week overlap at both the start and end of the contract period to ensure continuity and facilitate a smooth handover with the current Operations Lead.
Working hours: From 20-40 hours per week. Can be flexible, to be agreed.
Key Responsibilities
Project Scheduling and Planning
- Manage project schedules, ensuring alignment with agreed timelines and deliverables.
- Track and organize incoming project requests from prospective clients.
- Draft, review, and finalize client contracts and agreements.
- Act as a liaison between clients and internal teams, ensuring clear communication and expectations, where required.
Executive Assistant (EA) role
- Oversight of the calendar and scheduling for the company founders, including meetings, events, and deadlines.
- Organize and prioritize email correspondence, ensuring timely responses and follow-ups.
- Schedule, organize, and take minutes for weekly company planning meeting, ensuring actionable follow-ups are tracked and communicated.
- Coordinate travel arrangements, including booking flights and accommodations, as required.
- Handle confidential information with discretion and professionalism.
Payroll Administration
- Oversee US payroll processes and compliance.
- Manage Employer of Record (EOR) relationships and direct invoicing for individual contractors.
- Ensure timely and accurate payments to team members and contractors.
Finance Management
- Handle all outgoing client invoicing, and ensure timely payments.
- Track and manage company-wide finances, including budgets, expenses, and invoicing.
- Co-ordinate regularly with the company accountant to ensure accurate financial reporting and compliance.
- Monitor and forecast financial performance to support decision-making and price planning.
- Manage compliance-related paperwork and ad-hoc financial requests from the team.
Recruitment and Onboarding
- Support recruitment efforts for new hires and contractors, ensuring alignment with company needs and culture.
- Oversee onboarding and offboarding processes to ensure smooth transitions for staff and contractors.
- Maintain up-to-date employee and contractor records.
Human Resources (HR)
- Develop and maintain HR policies, ensuring compliance with applicable laws and best practices.
- Track and manage all team leave, including vacation, sick days, and other time-off requests.
- Provide HR support and act as as the first point of call/resource for all team members.
Team Culture and Engagement
- Organize team-building activities, including virtual Happy Hours, guest speakers and other events, as required.
- Responsible for organizing the annual team trip (takes place across Thanksgiving in November), including: researching and budgeting locations, flights and hotels for the team, finding and booking restaurants and orgainzing the schedule/booking activities.
- Coordinate thoughtful gestures such as birthday gifts or acknowledgments for special occasions.
- Foster a positive and inclusive company culture, supporting team morale and collaboration.
Social Media and Communications
- Plan and oversee the creation of quarterly newsletters to share company updates and highlights.
- Develop and maintain an ad-hoc social media schedule across Instagram, LinkedIn, and X (Twitter).
Special Projects
- You'll take on a mix of one-off projects and ongoing improvements, spotting ways to make our business work better.
- These tasks might touch on project management, extensive researching, writing/editing, triaging information, and ensuring action is taken.
Qualifications and Skills
- Proven experience in operations, project management, or a related field.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Excellent communication skills, both written and verbal.
- Proficiency in financial management, payroll systems, and HR tools.
- Familiarity with social media platforms and content planning.
- Ability to foster positive team dynamics and maintain a collaborative remote work culture.
- Self-motivated and able to work independently in a remote environment.
- The remit of this role is not guided by clearly deinfed processes, proactivity is key.
What We Offer
- We are offering $40 per hour.
- Flexible working hours and fully remote work environment (to note, this is a contractor role).
- We are open to reducing the responsiblities to fit the role into a shorter work week (20-40 hours), dependent on applicants experience.
- A supportive, inclusive team culture that values creativity and innovation.
- Paid time off and holiday benefits, pro-rated to the length of term of the Maternity contract offered.
How to Apply
Please submit your resume and a brief introduction explaining your interest in the maternity cover contract to:
[email protected].
