Operations Associate

Owlchemy Labs; Austin (TX); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

20 vacation days

Unlimited sick days

Student loan repayment assistance

New parent benefits

Medical insurance

Dental insurance

Vision insurance

Retirement plan

Job summary

Owlchemy Labs in Austin is seeking an Administrative/Operations supporter to assist the Operations management team and various Owlchemy projects. This full-time, hybrid role offers a 40-hour work week with core hours 10:00 a.m.–4:00 p.m.

CT and roughly 50% local travel around Austin. You will help with calendar management, purchasing, events, and documentation while using Notion, Jira, and Google Workspace.

Qualifications

• High School Diploma or GED required.
• 1-2 years experience in operations or admin support.
• Experience with project coordination and event support.
• Experience writing process documentation preferred.
• Proficient with Google Workspace and collaboration tools.

Responsibilities

• Provide operations support for management team.
• Handle travel arrangements, scheduling, and events.
• Maintain databases and documentation.
• Coordinate with Biz Ops, HR on onsite activities.
• Assist with vendor/visitor needs at Owlchemy HQ.
• Utilize Owlchemy software for project documentation.
• Support internal trainings and presentations.

Skills

Clear communication

Detail-oriented

Multitasking

Highly organized

Google Workspace

Notion

Trello

JIRA

Slack

Calendar management

Education

High School Diploma or GED

Tools

Notion

Jira

Google Suite

Slack

Trello

Job description

This is a hybrid-position local to Austin, Texas, United States

Job Summary: Owls in this role will provide administrative support for the Operations management team. This role will also use organizational and/or business operations skills to support Owners on various Owlchemy projects and events.

This is a full-time, hybrid, 40-hours per week position. Core hours of work are Monday through Friday, 10:00 a.m. to 4:00 p.m. CT.This position will be approximately 50% travel local to Austin, TX. Aspects of this position will include picking up and making deliveries around the Austin, TX area as well as handling duties at the Owlchemy Studio in Austin, TX.

Responsibilities:

• Assist with operations management including inventory, travel arrangements, convention and conference scheduling, calendar scheduling, purchasing, shipping, collecting daily mail, picking up/making deliveries, various other documentation collection and organization
• Assist with facilities management and maintenance, including overseeing vendor/visitor needs and access at the Owlchemy Headquarters
• Event/Programs support which may include coordinating or picking up supplies for game nights, company dinners, field trips, owl awards, gifts, and swag
• Provide occasional project support to Biz Ops, HR teams with onsite activities, company-wide presentations, trainings, and operations-based assessments (e.g., training platform utilization, hardware/computer cost assessments)
• Maintain/update databases and documentation of company-wide or team-specific processes and best practices
• Utilize Owlchemy software (Notion, Jira, Google Suite, Slack) for project documentation, and to maintain a schedule, deadlines, and communicate progress.
• Utilize AI tools (Gemini and Notion AI) to improve operations of company-wide or team-specific processes.

Required Skills/Abilities:

• Clear and proactive communicator; includes strong written communication skills with the ability to communicate clearly in emails, documentation, and presentations
• Detail-oriented, thoughtful, and able to complete tasks within a timeline
• Ability to multitask regularly and flex between projects
• Highly organized and capable of organizing others
• Working knowledge of Google Workspace
• Familiarity with task-tracking software (Notion, Trello, JIRA, etc)
• Familiarity with AI workflows and integrations within Google workspace or task-tracking software
• Ability to manage a busy calendar
• Ability to demonstrate a positive and helpful presence with coworker interactions and building rapport

Required Education and Experience:

• High School Diploma or GED
• 1-2 years experience exhibiting attention to detail and project management capacity

Preferred Education and Experience:

• Business coordination experience (managing and maintaining lists of deliverables, timelines, and any alterations thereof)
• Previous event and travel planning experience
• Experience writing and maintaining process documentation
• Proficiency in spreadsheet creation, including formulas, charts, and tables
• Customer/Vendor interfacing skill

• Appreciation of puns (or at least the ability to groan at them)

Physical Requirements:

• Owls must be able to use virtual reality headsets but are not expected to own one.
• Owls in this role must have reliable transportation and be able to lift up to 25 pounds.

Salary Range:$70,000 - $80,000 USD/year

For Everyone:

We care about creating “XR for Everyone” - and that includes creating a welcoming workplace for everyone.

Owlchemy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Other Skills and Responsibilities:

This job description doesn’t cover or contain a comprehensive listing of everything you might do at Owlchemy. As a small team of wildly talented individuals, we encourage career growth, exploration, and the wearing of many hats. As such, roles and responsibilities are collaborative and may change or evolve over time based on our needs and your particular skill set.

• 20 vacation days
• Unlimited sick days
• School loan repayment assistance
• New parent benefits
• Medical, Dental, Vision
• Retirement Plan