Operations Specialist

Summary

Ars X Machina (AXM) is a full-service media planning, buying, and analytics agency. The Operations Specialist keeps the company running smoothly across workplace technology, employee operations, internal communications, culture programs, events, and cross-functional initiatives while improving processes through technology, AI, and automation.

Responsibilities

• Help administer employee access, permissions, licenses, and basic troubleshooting across AXM’s workplace technology; resolve routine issues and coordinate with vendors or IT when escalation is needed
• Coordinate operational onboarding and offboarding for employees and contractors, and partner with HR and Leadership on recruiting, training, policies, surveys, acknowledgments, reminders, and recurring employee processes
• Draft, edit, and distribute company announcements, executive messages, process instructions, program updates, surveys, and event communications; help employees navigate the appropriate resources and processes
• Coordinate All Hands meetings, employee programs, company events, conferences, and related travel, including timelines, vendors, budgets, communications, registration, logistics, purchases, and day-of execution
• Manage relationships with workplace and operational vendors and maintain contracts, subscriptions, renewal dates, licenses, billing contacts, and related account information
• Identify repetitive, manual, or inefficient workflows and improve them using better processes, approved AI tools, assistants, agents, and automations. Create and maintain reusable instructions, workflows, documentation, and knowledge resources that make Operations more efficient and scalable
• Research operational questions, create internal materials, coordinate cross-functional projects, and support PR, awards, sponsorships, charitable initiatives, new-business efforts, and other evolving company priorities

Skills

• 3-5+ years in operations, HR coordination, workplace technology, project/program coordination, or a similar cross-functional role
• Strong proficiency with productivity and collaboration software, comfortable learning and administering workplace technology, and familiarity with project-management systems, basic troubleshooting, and Agile practices
• Demonstrated hands-on proficiency with modern generative AI tools beyond basic prompting
• Excellent written and verbal communication, organization, judgment, discretion, follow-through, and stakeholder management
• Resourceful and calm when solving problems, with strong attention to detail and a genuinely helpful service mindset
• Ability to independently manage multiple priorities and deadlines, coordinate across a distributed organization, and adapt as needs evolve
• Sound judgment around confidentiality, security, access permissions, vendors, AI use, and operational documentation
• Experience supporting recruiting, onboarding/offboarding, employee programs, vendor partnerships, or events is preferred
• Agency, professional-services, startup, or other fast-paced experience is a plus
• Experience creating reusable assistants, writing and refining instructions, organizing knowledge and context, and building or configuring agents, automations, or AI-enabled workflows is preferred

Qualifications

Must Haves

• 3-5+ years in operations, HR coordination, workplace technology, project/program coordination, or a similar cross-functional role
• Strong proficiency with productivity and collaboration software, comfortable learning and administering workplace technology, and familiarity with project-management systems, basic troubleshooting, and Agile practices
• Demonstrated hands-on proficiency with modern generative AI tools beyond basic prompting
• Excellent written and verbal communication, organization, judgment, discretion, follow-through, and stakeholder management
• Resourceful and calm when solving problems, with strong attention to detail and a genuinely helpful service mindset
• Ability to independently manage multiple priorities and deadlines, coordinate across a distributed organization, and adapt as needs evolve
• Sound judgment around confidentiality, security, access permissions, vendors, AI use, and operational documentation

Nice to Haves

• Experience supporting recruiting, onboarding/offboarding, employee programs, vendor partnerships, or events is preferred
• agency, professional-services, startup, or other fast-paced experience is a plus
• Experience creating reusable assistants, writing and refining instructions, organizing knowledge and context, and building or configuring agents, automations, or AI-enabled workflows is preferred

Benefits

• Remote work in the United States