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

Outsourced Staff

Operations Manager supporting the Founder and managing operational workflows for an Australian offshore staffing company. Leading process improvements and leveraging AI tools for client success management.

Posted 5/23/2026full-timeRemote • 🇵🇭 PhilippinesLead💰 ₱80,000 - ₱150,000 per monthWebsite

About the role

Key responsibilities & impact

Coordinate the content and client success teams under the Founder's direction, growing into full ownership and management of both as trust builds
Set the operating rhythm. Chase deliverables, track client health, escalate issues, ensure SLAs are met
Run the operational backbone so the Founder can focus on growth
Track and flag operational issues before they reach the Founder's desk
Drive the rollout of new tools, processes, and team initiatives
Shadow and observe how the Founder and the teams spend their time, week by week
Map every recurring task, decision point, and workflow across sales, recruiting, ops, content, client success, and finance admin
Document each one as a clear, repeatable SOP, including triggers, steps, tools used, decision criteria, and handoff points
Build a central SOP library that is searchable, maintained, and version-controlled
Apply process-improvement principles (Six Sigma, Lean, or equivalent) to identify waste, reduce variation, cut cycle time, and improve quality
Measure before and after. Show the numbers
Identify which workflows can be delegated or automated with AI agents
Turn the business from a set of habits living in the Founder's head into a documented, measurable system
Manage the Founder's inbox across Outsourced Staff and Conversational AI. Triage, draft replies, send under direction, escalate what needs his eyes
Run his calendar. Book meetings, defend his focus time, send reminders, prep him for what's next
Attend meetings with the Founder. Take notes, capture decisions and actions, own the follow-through
Daily and weekly check-ins covering priorities, deals in motion, follow-ups due, and blockers
Post-meeting summaries drafted and sent within one to two hours of a call ending
Sales proposals drafted and sent the same day if a request comes through before noon
Follow up warm leads by phone when they go quiet. Typically five calls per week. ("Dom sent that proposal, where are you at?")
Keep HubSpot hygienically moving. Update deal stages, log activity, flag stale deals, ensure leads are in follow-up sequences
Pull together pre-call briefs so the Founder walks into every meeting prepared
Default to Claude as your primary AI tool. Training will be provided on Claude, Claude Projects, prompt engineering, and the internal AI stack
Use AI to draft, summarise, research, and prep faster on everything you touch
Build and maintain light agents and automations under the Founder's direction
Spot repetitive tasks and propose an AI-assisted way to handle them

Requirements

What you’ll need

5+ years in operations, with real experience supporting a founder, CEO, or business owner directly
Background in an outsourcing, BPO, or support services business. You understand how service delivery actually works behind the scenes
Formal process-improvement certification (Six Sigma Green or Black Belt, Lean, or equivalent) AND a track record of running initiatives that moved measurable numbers (cycle time, defect rate, cost, SLA performance)
A genuine systems thinker. You see a messy workflow and instinctively want to document, measure, and improve it
200% into AI. Genuinely fascinated, actively learning, and excited to spend a chunk of your week building and refining AI workflows. (We provide the training. You bring the hunger.)
Experience coordinating or managing teams, with the appetite to take full ownership of them
Confident across Google Workspace, HubSpot, and Loom
Strong written and spoken English. You can match the Founder's tone in his emails and hold your own on a call or in a meeting
Comfortable picking up the phone and making warm follow-up calls without being pushed
Sharp judgement on what needs the Founder's attention now, what can wait, and what you can handle yourself
Proactive. You finish things, you do not just flag them
Calm under pressure and comfortable with the pace of a founder-led business
Able to work AU business hours (AEST, 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.

Benefits

Comp & perks

🌐 Worldwide ❌ Jobs You've Hidden ⭐️ Saved Jobs ✅ Applied Jobs ✉️ Email Alerts 👤 Account Outsourced Staff Website LinkedIn All Job Openings 51 - 200 employees 🤝 B2B ☁️ SaaS 👥 HR Tech B2B
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HR Tech Outsourced Staff is a company that specializes in providing high-caliber remote teams for various roles including software development, IT support, digital marketing, and customer service. With over 25 years of experience, they focus on matching businesses with exceptional talent to aid in their growth, ensuring candidates are thoroughly screened for skills and cultural fit. The company offers a wide range of outsourced solutions, including virtual assistance, software development, and customer support, promoting efficiency and productivity for their clients. Operations Manager – Chief of Staff to the Founder, AI-First Job not on LinkedIn 🔥 0 minutes ago 🇵🇭 Philippines – Remote 💵 ₱80k - ₱150k / month ⏰ Full Time 🔴 Lead 👩🏽‍✈️ Chief of Staff Apply Now Find Hiring Managers Customize resume + cover letter Report problem ☆ Save ☑️ Mark as applied ❌ Hide 📋 Description
Coordinate the content and client success teams under the Founder's direction, growing into full ownership and management of both as trust builds
Set the operating rhythm. Chase deliverables, track client health, escalate issues, ensure SLAs are met
Run the operational backbone so the Founder can focus on growth
Track and flag operational issues before they reach the Founder's desk
Drive the rollout of new tools, processes, and team initiatives
Shadow and observe how the Founder and the teams spend their time, week by week
Map every recurring task, decision point, and workflow across sales, recruiting, ops, content, client success, and finance admin
Document each one as a clear, repeatable SOP, including triggers, steps, tools used, decision criteria, and handoff points
Build a central SOP library that is searchable, maintained, and version-controlled
Apply process-improvement principles (Six Sigma, Lean, or equivalent) to identify waste, reduce variation, cut cycle time, and improve quality
Measure before and after. Show the numbers
Identify which workflows can be delegated or automated with AI agents
Turn the business from a set of habits living in the Founder's head into a documented, measurable system
Manage the Founder's inbox across Outsourced Staff and Conversational AI. Triage, draft replies, send under direction, escalate what needs his eyes
Run his calendar. Book meetings, defend his focus time, send reminders, prep him for what's next
Attend meetings with the Founder. Take notes, capture decisions and actions, own the follow-through
Daily and weekly check-ins covering priorities, deals in motion, follow-ups due, and blockers
Post-meeting summaries drafted and sent within one to two hours of a call ending
Sales proposals drafted and sent the same day if a request comes through before noon
Follow up warm leads by phone when they go quiet. Typically five calls per week. ("Dom sent that proposal, where are you at?")
Keep HubSpot hygienically moving. Update deal stages, log activity, flag stale deals, ensure leads are in follow-up sequences
Pull together pre-call briefs so the Founder walks into every meeting prepared
Default to Claude as your primary AI tool. Training will be provided on Claude, Claude Projects, prompt engineering, and the internal AI stack
Use AI to draft, summarise, research, and prep faster on everything you touch
Build and maintain light agents and automations under the Founder's direction
Spot repetitive tasks and propose an AI-assisted way to handle them 🎯 Requirements
5+ years in operations, with real experience supporting a founder, CEO, or business owner directly
Background in an outsourcing, BPO, or support services business. You understand how service delivery actually works behind the scenes
Formal process-improvement certification (Six Sigma Green or Black Belt, Lean, or equivalent) AND a track record of running initiatives that moved measurable numbers (cycle time, defect rate, cost, SLA performance)
A genuine systems thinker. You see a messy workflow and instinctively want to document, measure, and improve it
200% into AI. Genuinely fascinated, actively learning, and excited to spend a chunk of your week building and refining AI workflows. (We provide the training. You bring the hunger.)
Experience coordinating or managing teams, with the appetite to take full ownership of them
Confident across Google Workspace, HubSpot, and Loom
Strong written and spoken English. You can match the Founder's tone in his emails and hold your own on a call or in a meeting
Comfortable picking up the phone and making warm follow-up calls without being pushed
Sharp judgement on what needs the Founder's attention now, what can wait, and what you can handle yourself
Proactive. You finish things, you do not just flag them
Calm under pressure and comfortable with the pace of a founder-led business
Able to work AU business hours (AEST, 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. Apply Now 📊 Check your resume score for this job Improve your chances of getting an interview by checking your resume score before you apply. Check Resume Score Similar Jobs Chief of Staff 🕒 April 23 Assistantly 51 - 200 👥 HR Tech 🎯 Recruiter 🏢 Enterprise Website LinkedIn All Job Openings Chief of Staff operating as a strategic partner to the CEO at Assistantly. Driving alignment, optimizing workflows, and ensuring seamless cross-functional execution. 🇵🇭 Philippines – Remote ⏰ Full Time 🔴 Lead 👩🏽‍✈️ Chief of Staff Chief of Staff 🕒 April 21 Shadow Light Studios 1 - 10 📱 Media 🤝 B2B Website LinkedIn All Job Openings Chief of Staff managing various tasks and projects across a portfolio of fast-moving companies. Collaborating directly with a serial founder to drive business growth and innovation. 🇵🇭 Philippines – Remote ⏰ Full Time 🔴 Lead 👩🏽‍✈️ Chief of Staff Chief of Staff 🕒 April 2 Extend Your Team 201 - 500 🎯 Recruiter 🤝 B2B Website LinkedIn All Job Openings Chief of Staff driving execution and improving internal operations at fast-paced organization in Metro Manila. Partnering with COO for scaling and enhancing efficiency. 🇵🇭 Philippines – Remote ⏰ Full Time 🔴 Lead 👩🏽‍✈️ Chief of Staff Chief of Staff 🕒 February 26 Catena 1 - 10 👥 HR Tech 🏢 Enterprise 🎯 Recruiter Website LinkedIn All Job Openings Chief of Staff supporting executive leadership at Pearl Talent, managing workflows and strategic initiatives in a fully remote setup across diverse locations. Enhancing organizational efficiency and effectiveness for high-impact leaders. 🇵🇭 Philippines – Remote ⏰ Full Time 🔴 Lead 👩🏽‍✈️ Chief of Staff View More Chief of Staff Jobs 🌐 Worldwide Built by Lior Neu-ner. I'd love to hear your feedback — Get in touch via DM or support@remoterocketship.com Search Search Jobs by country Search jobs by city Search jobs by job title Search entry-level jobs Search junior-level jobs Search senior-level jobs Search jobs by tech stack Search jobs by contract type Search remote internships Search remote part-time jobs Remote jobs Anywhere in the World Companies Hiring Anywhere in the World Companies Hiring Sales People Anywhere in the World Companies Hiring Software Engineers Anywhere in the World Resources Advice Tips for finding remote jobs Interview questions and answers Resume examples Cover letter examples Post a job Affiliates Privacy policy Terms of service Job board SEO course AI Apply Copilot OpenClaw job finder Jobs by Country Remote jobs anywhere in the world (Worldwide remote jobs) Remote jobs United States Remote jobs Australia Remote jobs Brazil Remote jobs Canada Remote jobs France Remote jobs Ireland Remote jobs Germany Remote jobs Netherlands Remote jobs Spain Remote jobs UK Popular Jobs Remote data analyst jobs Remote customer support jobs Remote executive assistant jobs Remote marketing jobs Remote product designer jobs Remote product manager jobs Remote project manager jobs Remote recruiter jobs Remote sales jobs Remote software engineer jobs Jobs by Type Remote full-time jobs Remote part-time jobs Remote contract jobs Remote internship jobs Remote entry-level jobs Remote jobs with no experience required Remote junior jobs (1-3 years of experience) Digital nomad jobs Remote jobs with no degree required Freelance remote jobs Temporary remote jobs Remote jobs hiring now Stay at home mom jobs

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Hard Skills & Tools

process improvementSix SigmaLeanAI workflowsSOP documentationworkflow mappingdata measurementautomationclient success managementsales proposal drafting

Soft Skills

systems thinkingteam coordinationproactivecalm under pressurestrong communicationjudgmentownershipadaptabilityattention to detailtime management

Certifications

Six Sigma Green BeltSix Sigma Black BeltLean certification