Business Operations Associate Operations Palo Alto

ArcaLabs AI, Inc.; Palo Alto (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

ArcaLabs is the official FactSet AI Partner, building AI agents that run sell-side workflows for investment banks and PE funds. We're hiring the founding squad in Palo Alto to own critical operations and finance functions while enabling rapid growth.

Based in Palo Alto, you will oversee back-office finance, contracts, and vendor management, while coordinating people operations and fundraising support to scale the business. A bias for action and high integrity are essential for this role.

Qualifications

• Experience with bookkeeping basics (QuickBooks or similar).
• Proficiency in Excel/Sheets.
• Ability to read and interpret contracts.

Responsibilities

• Run the C-suite's operating cadence across Palo Alto and NYC, including calendar, travel, inbox triage, meeting prep and action follow‑through.
• Own back-office finance with provider (Every.io): monthly close review, expense categorization, AP/AR, invoicing customers, and collections.
• Track and pay commissions across AEs, fractional GTM contractors, and advisors with accurate attribution and payouts.
• Manage contracts end to end: NDAs, customer license agreements, contractor and data purchase agreements, renewals, and a clean contract repository.
• Support compliance and security work (SOC 2 evidence collection, vendor reviews, customer security questionnaires).
• Run people ops: onboarding/offboarding, payroll changes, benefits setup, and hiring coordination.
• Support fundraising: data room, investor updates, cap table hygiene, and diligence requests.
• Own special projects as the company scales: pricing analysis, pipeline and revenue reporting, vendor negotiations, and new initiatives.
• Keep the Palo Alto office running: vendors, supplies, events, snacks, and visitors.

Skills

Bookkeeping basics

Excel/Sheets

Contract reading

Extreme ownership

Discretion with sensitive information

Tools

QuickBooks

Contract review tools

Job description

ArcaLabs is an official FactSet AI Partner, focused on building advanced technology solutions that enhance data-driven decision-making for financial and enterprise clients. The company develops and integrates AI-powered tools that streamline workflows, improve operational efficiency, and unlock actionable insights from complex datasets. Team members collaborate across disciplines to design, test, and deploy scalable products and services. ArcaLabs offers a dynamic, innovation-focused environment where individuals can contribute to impactful projects and grow their skills in AI, finance, and operations.

What you'll do

• Run the C-suite's operating cadence: calendar, travel, inbox triage, meeting prep, and follow-through on action items across Palo Alto and NYC.
• Own back-office finance with our provider (Every.io): monthly close review, expense categorization, AP/AR, invoicing customers, and collections.
• Track and pay commissions across AEs, fractional GTM contractors, and advisors, keeping attribution and payouts accurate.
• Manage contracts end to end: NDAs, customer license agreements, contractor and data purchase agreements, renewals, and a clean contract repository.
• Support compliance and security work (SOC 2 evidence collection, vendor reviews, customer security questionnaires).
• Run people ops: onboarding and offboarding, payroll changes, benefits setup, and hiring coordination.
• Support fundraising: data room, investor updates, cap table hygiene, and diligence requests.
• Own special projects as the company scales: pricing analysis, pipeline and revenue reporting, vendor negotiations, and new initiatives.
• Keep the Palo Alto office running: vendors, supplies, events, snacks, and visitors.

What we're looking for

• 1–4 years in ops, bizops, IB/consulting, or a founder's office at an early-stage startup.
• Comfort with bookkeeping basics (QuickBooks or similar), Excel/Sheets, and reading contracts.
• Extreme ownership, discretion with sensitive information, and a bias to get things done without being asked.

About ArcaLabs

ArcaLabs is the official FactSet AI Partner, building AI agents that run sell-side workflows for investment banks and PE funds. We're the team behind Arcafeed (acquired) and we're hiring the founding squad in Palo Alto. We believe AI will widen, not narrow, the set of people who can do high-end finance work. We want to ship that future.

Equal opportunity

ArcaLabs is an equal opportunity employer. We hire based on merit, and we accommodate applicants with disabilities. If you need accommodation during the hiring process, email [e-mail] .

ArcaLabs does not sponsor employment visas or green cards, including new H-1B petitions and H-1B transfers. Applicants must be authorized to work in the United States without current or future employer sponsorship.