Operations Specialist

Operations Specialist

Contract type: Freelance

Location: San Francisco, CA

Specialty: Data

Salary: $125/hour

Remote: Yes

Reference: 512272

Contact name: Rob Tomlinson

Job Description

The Sage Group's client, a leading AI company, is seeking a highly organized, detail-oriented, and self-starting Administrative Business Partner to support senior leaders. This role requires exceptional administrative efficiency and flawless execution to manage leaders' scheduling, logistics, and communications. You will maintain immaculate systems to ensure no details slip through the cracks while providing comprehensive support. As a critical point of contact, you will need to demonstrate exceptional organizational abilities in a fast-paced, high-volume environment, maintaining meticulous systems while handling shifting priorities. Success requires outstanding attention to detail, strong relationship-building skills, and the ability to anticipate needs across teams while ensuring responsive, error-free execution.

We are hiring for multiple Administrative Business Partner roles, supporting across many parts of the business in differing support ratios (up to 1 to 3). We run a generalized process with a leader matching portion at the end.

Responsibilities:

• Scheduling and managing calendars for leader(s) and their organization(s), supporting with tracking and execution of action items
• Building and maintaining organizational systems for tracking and managing inbound requests
• Managing the leader's inbox, Slack, and other communications with precise attention to detail, including outside standard hours when vendor or infrastructure issues require it
• Providing seamless and welcoming experiences for in-person visitors, ensuring prospective external partners feel valued and appreciated
• Handling travel logistics and coordinating logistics for conferences and events in partnership with comms and compute teams
• Coordinating with internal stakeholders to gather necessary information and materials for meetings
• Assisting with ad-hoc projects using your problem-solving skills and proactive mindset to drive positive outcomes (for example visiting a site to gather information directly)

You may be a good fit if you:

• Are highly organized with the ability to build systems to track and prioritize multiple tasks
• Have experience in industries related to data center construction, infrastructure, or research operations (or adjacent technical environments)
• Are proficient with Google Workspace and Slack for day-to-day collaboration
• Maintain a high level of attention to detail in fast-paced and changing environments and take pride in flawless administrative execution
• Have experience working in heavily externally facing Executive support roles
• Have enthusiasm for supporting leaders in executing their vision, and ensuring they have the necessary resources and information to succeed
• Have excellent time management skills
• Have a positive, calm, and welcoming attitude and are able to communicate effectively with internal and external stakeholders at all levels
• Have a proven track record of handling sensitive and confidential information with discretion
• Have a strong interest and deep commitment to AI safety in research and product development
• Have experience supporting executives or busy leaders
• Have a security mindset with a thorough understanding of data protection and privacy best practices
• Have prior experience with data center or custom silicon industry