Operations & AI Automation Specialist

Ars X Machina; United States; Hybrid; USD 65,000 - 90,000; Full time

Job summary

Ars X Machina seeks an Operations Specialist to help keep our San Francisco-based HQ and remote team running smoothly. You'll manage workplace technology, onboarding/offboarding, and cross-functional processes while expanding AI-enabled workflows.

You’ll collaborate with HR, Leadership, and vendors to improve operations and communications. The role emphasizes strong judgment, organization, and a people-first service mindset, with responsibility for events, vendor relations, and cross-team

Qualifications

• 3-5+ years in operations, HR coordination, workplace technology, project/program coordination, or a similar cross-functional role.
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Responsibilities

• Platform Administration & Employee Support: Admin employee access, licenses, and basic troubleshooting across AXM’s workplace technology.
• Employee Lifecycle & HR Operations: Onboarding/offboarding for employees and contractors; collaborate on recruiting, training, policies, surveys, and reminders.
• Internal Communications: Draft and distribute announcements, process instructions, program updates, surveys, and event communications.
• Employee Experience, Events & Culture: Coordinate All Hands meetings, events, and related travel, including timelines, vendors, budgets, registrations.
• Vendor & Operational Administration: Manage relationships with workplace vendors; track contracts, subscriptions, licenses, billing contacts.
• AI, Automation & Process Improvement: Identify repetitive workflows and improve them with AI tools and automations; maintain documentation and knowledge resources.
• Company & Project Support: Research operational questions, create internal materials, coordinate cross-functional projects, support PR, awards, and sponsorships.

Skills

Operations

HR coordination

Workplace technology

Project management

Agile practices

AI tools

Automation

Communication

Stakeholder management

Tools

Productivity software

Project-management systems

Job description

Ars X Machina seeks an Operations Specialist to help keep our San Francisco-based HQ and remote team running smoothly. You'll manage workplace technology, onboarding/offboarding, and cross-functional processes while expanding AI-enabled workflows.

You’ll collaborate with HR, Leadership, and vendors to improve operations and communications. The role emphasizes strong judgment, organization, and a people-first service mindset, with responsibility for events, vendor relations, and cross-team