Operations Associate — AI-First

Ville Sauvage; France; Hybrid; EUR 34,000 - 62,000; Part time

Benefits offered by this job

Fully remote

Rolling applications

Job summary

Ville Sauvage is seeking an operations associate for part-time remote freelance work. You will manage finance operations, contracts, and vendor coordination, with AI-driven processes guiding daily tasks. You’ll work closely with the Director of Operations to keep cycles running smoothly while building reusable AI skills.

The role emphasizes autonomy, accuracy, and strong cross-functional collaboration across vendors, counsel, and platforms, with an implicit focus on security and auditability.

Qualifications

• 2-4 years in operations, finance administration, or project coordination.
• Ability to automate recurring workflows with AI agents.
• Strong accuracy with invoices, VAT, multi-currency amounts, and budgets.
• Adherence to approval protocols and audit trails.
• Fluent written and spoken English, confidentiality essential.

Responsibilities

• Validate incoming vendor invoices, tax treatment, currency against contracts.
• Prepare bank transfers and track approval protocols; confirm receipts.
• Review expense claims and allocate costs to budget lines.
• Coordinate document requests, vendor screening, and reporting for governance.

Skills

AI fluency

Operations generalist

Numerical accuracy

Process discipline

English fluency

Trustworthiness

Tools

Asana

Notion

DocuSign

Pennylane

Deel

Job description

Part-time 8-16 hrs / week Remote Freelance / Contractor AI-native ways of working

Ville Sauvage is placing an operations associate with one of its clients - an independent, non-profit foundation that stewards a major public blockchain protocol. You'll work directly with the Director of Operations as their trusted second pair of hands: running invoices, payments, contracts, vendor screening, and reporting day to day, and keeping the whole engine running when they are away. The operation is deliberately AI-first - nearly every workflow runs through AI agents, and you'll be expected to build and improve them, not just use them.

How we work

AI-first, human-approved

AI does the first pass

Invoice validation, vendor screening, contract drafting, meeting summaries - every recurring workflow starts with an AI skill, not a blank page.

You own the judgement

You review, correct, and approve. Payments, signatures, and anything irreversible always has a human in the loop - that human is you.

Every process becomes a skill

When you solve something twice, you turn it into a documented, version-controlled AI skill others can run. The playbook is the product.

Connected, not copy-pasted

You work through AI connectors into email, documents, Asana, Notion, and Slack - orchestrating systems rather than shuttling data between them.

The role

What you'll be doing

Finance & payment operations

• Validate incoming vendor invoices - mandatory particulars, VAT treatment, currency against contract milestones - before they enter the payment queue
• Prepare bank transfers and follow the 48-hour advance-notice approval protocol; track execution and confirm receipt with vendors
• Review and approve expense claims on the employer-of-record platform under the 4-eyes principle, and allocate costs to budget lines
• Gather milestone documentation for billing cycles and assist with interim financial reporting

Contracts, vendors & grants

• Prepare NDAs, MSAs, SOWs, and grant agreements from templates; run DocuSign envelopes and archive executed versions
• Run AI-assisted vendor KYB and sanctions screening before any contract is signed or invoice is paid
• Administer the grant intake pipeline - retroactive grants, agreements, invoice requirements, payout tracking
• Coordinate document requests from external legal counsel and accountants

Coordination & reporting

• Keep Asana projects, milestones, and OKRs current, and update the KPI dashboard for board reviews
• Document every recurring process as a reusable AI skill in the Notion operations repository
• Prepare meeting materials, draft minutes, and status updates for board and team sessions
• Triage the operations inbox - route, respond, or elevate, so nothing stalls

Candidate profile

What we're looking for

AI fluency

You work with AI agents (Claude or similar) daily - building prompts, skills, and automated workflows. If you do a task manually twice, your instinct is to automate it

Operations generalist

2-4 years in operations, finance administration, or project coordination - you are comfortable owning a process end to end

Numerical accuracy

Confident with invoices, VAT treatment, multi-currency amounts, and budget line allocation - small errors have real consequences

Process discipline

You follow approval protocols (4-eyes, advance payment notice), keep audit trails, and document as you go

English fluency

Fluent written and spoken English - you correspond with vendors, counsel, accountants, and platforms every day

Trustworthiness

You'll handle confidential financial, legal, and personnel information - discretion and judgement are non-negotiable

Nice to have

• French language proficiency - the client operates under French law (Association Loi 1901), with French banking, accounting, and legal counsel
• Exposure to accounting platforms (e.g. Pennylane), employer-of-record platforms (e.g. Deel), or e-invoicing compliance
• Experience running Asana, Notion, and DocuSign as connected systems rather than isolated tools
• Familiarity with blockchain, open-source, or digital-asset organisations - helpful, not required

Structure & compensation

Start 8-16 hrs / week - 16 hrs / week as workflows transfer to you

Coverage Increased availability during Director of Operations absences - you keep the engine running

Location Fully remote Applications reviewed on a rolling basis