Founding Business Operations Associate

Aspen AI; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Aspen AI is an AI communication platform for the legal industry. This role is a founding member of our operations team, building the processes that keep the company running and running them directly with founders, engineers, and partners.

You will own a broad set of responsibilities across operations, QA, recruiting, admin, and compliance, collaborating with cross-functional teams to drive efficiency and scale. This is a hands-on, fast-paced role in a growing startup.

Qualifications

• 1+ years of full-time experience in an operational role where both accuracy and speed matter.
• Bachelor's degree with a GPA above 3.7.
• Proficient in Google Workspace (Google Docs, Sheets, Forms) and Office 365 (Microsoft Teams, Outlook, Word, Excel).
• Highly organized and detail-oriented. You ensure to-dos are never left undone.
• Excellent communicator who adapts to any audience, from engineers to executives to vendors.
• No ego about work. Everyone does unglamorous tasks, our founders included.

Responsibilities

• Operational Research: Vet tools and vendors and provide clear recommendations.
• Quality Assurance: Test new features for our AI Employees and document issues.
• Recruiting & Onboarding: Recruit teammates and set up accounts and equipment.
• Corporate Administration: Complete state filings, manage mail, and day-to-day admin.
• Insurance & Compliance: Manage policies (GL, D&O, cyber) and SOC 2 track.
• Stakeholder Scheduling: Arrange critical calls and demos with founders and attorneys.
• Operational Upkeep: Maintain Google Drive and Monday.com boards and refine processes.
• Vendor Management: Onboard vendors, review engagement letters, renegotiate renewals.

Skills

Operational experience

Excellent communicator

Highly organized

Attention to detail

Stakeholder coordination

Team player

Education

Bachelor's degree GPA >3.7

Tools

Google Workspace

Office 365

Job description

This is a cutting edge, get-your-hands-dirty opportunity to help build out our startup’s operational infrastructure.

Aspen AI is an AI communication platform for the legal industry. Our AI Employees talk with leads by phone, text, and email, and automate the workflows law firms use to acquire, convert, and manage clients.

We’re a fast-growing team of about 20, mostly engineers. As a founding member of our operations team, you’ll work directly with our founders, engineers, and outside partners. You’ll build the processes that keep the company running, and you’ll be trusted to run them.

What You'll Own

• Operational Research (15%): Vet new tools and vendors to solve whatever business challenge we are facing at the moment. From payment processing solutions to organizational upgrades, dive into the details and come back with a clear recommendation.
• Quality Assurance (15%): Test new features for our AI Employees before they are released to customers and document what breaks so engineers can fix it. Configure our AI Employees to meet the needs of prospective and active customers.
• Recruiting & Onboarding (15%): Recruit and interview new teammates. Once hired, set them up with their Aspen accounts and partner with the IT team to ship their equipment so they can hit the ground running.
• Corporate Administration (15%): Complete state filings, manage company mail (sending and scanning), and execute the day-to-day admin that keeps the company running.
• Insurance & Compliance (15%): Own our insurance policies, including general liability, D&O, and cyber, from applications through renewals. Keep our SOC 2 compliance on track between audits so nothing lapses.
• Stakeholder Scheduling (10%): Get critical calls on the books. That could mean lining up a demo of a competitor’s product, or getting our founders and attorneys on one call.
• Operational Upkeep (10%): Keep our Google Drive and Monday.com boards clean, and make sure our business processes are followed. When one stops fitting how we work, help revise it.
• Vendor Management (5%): Onboard new vendors, get engagement letters reviewed by attorneys and signed, renegotiate renewals for better rates as we scale.

Requirements

• 1+ years of full-time experience in an operational role where both accuracy and speed matter.
• Bachelor's degree with a GPA above 3.7.
• Proficient in Google Workspace (Google Docs, Sheets, Forms) and Office 365 (Microsoft Teams, Outlook, Word, Excel).
• Highly organized and detail-oriented. You ensure to-dos are never left undone.
• Excellent communicator who adapts to any audience, from engineers to executives to vendors.
• No ego about work. Everyone does unglamorous tasks, our founders included.

Preferred

• Curious and excited about AI.
• Thrive in a fast-paced, high precision environment.
• Proactively anticipate issues that may arise and offer recommendations.
• Business operations experience at an early-stage startup.
• Exposure to SOC 2 Compliance, business insurance, entity formation, or contract management.

Not a Fit If

• You prefer high-level strategic planning to hands-on execution.
• You want a predictable routine or a narrowly defined job.

Disclaimer

This role is demanding and fast-paced, but highly rewarding. In one week, you might test a new AI Employee feature, form an LLC, ship a new hire's laptop, and chase an investor signature. This is not a traditional 9-to-5: weeks are full, and occasional evening work arises. If you want to take part in building an AI company from the ground up, we'd love to hear from you.