Operations 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

As a 2026 AdAge Best Places to Work company, Ars X Machina (AXM) is a full-service media planning, buying, and analytics agency headquartered in San Francisco, with a remote team distributed across the U.S. We craft omnichannel, data-driven media strategies that span the entire paid media landscape. From audience development and strategic planning to budget forecasting, execution, optimization, and reporting, we manage the full media lifecycle end-to-end. Our experience spans both B2B and B2C, supporting brand-building and performance-driven campaigns.

What sets AXM apart? Our agility, strategic leadership, and innovative mindset, all rooted in a collaborative, people-first culture where both clients and team members thrive.

The Operations Specialist keeps AXM running smoothly across workplace technology, employee operations, internal communications, culture programs, events, and cross-functional initiatives. Serving as a central resource for employees, HR, Leadership, and external partners, this role owns day-to-day administration while continually improving how work gets done through better processes, technology, AI, and automation. Success requires strong judgment, organization, communication, discretion, resourcefulness, technical aptitude, and a people-centered service mindset.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Platform Administration & Employee Support: Help administer employee access, permissions, licenses, and basic troubleshooting across AXM’s workplace technology; resolve routine issues and coordinate with vendors or IT when escalation is needed.
• Employee Lifecycle & HR Operations: Coordinate operational onboarding and offboarding for employees and contractors, and partner with HR and Leadership on recruiting, training, policies, surveys, acknowledgments, reminders, and recurring employee processes.
• Internal Communications: Draft, edit, and distribute company announcements, executive messages, process instructions, program updates, surveys, and event communications; help employees navigate the appropriate resources and processes.
• Employee Experience, Events & Culture: Coordinate All Hands meetings, employee programs, company events, conferences, and related travel, including timelines, vendors, budgets, communications, registration, logistics, purchases, and day-of execution.
• Vendor & Operational Administration: Manage relationships with workplace and operational vendors and maintain contracts, subscriptions, renewal dates, licenses, billing contacts, and related account information.
• AI, Automation & Process Improvement: Identify repetitive, manual, or inefficient workflows and improve them using better processes, approved AI tools, assistants, agents, and automations. Create and maintain reusable instructions, workflows, documentation, and knowledge resources that make Operations more efficient and scalable.
• Company & Project Support: Research operational questions, create internal materials, coordinate cross-functional projects, and support PR, awards, sponsorships, charitable initiatives, new-business efforts, and other evolving company priorities.

REQUIREMENTS

• General Experience: 3-5+ years in operations, HR coordination, workplace technology, project/program coordination, or a similar cross-functional role. Experience supporting recruiting, onboarding/offboarding, employee programs, vendor partnerships, or events is preferred; agency, professional-services, startup, or other fast-paced experience is a plus.
• Project Management: Strong proficiency with productivity and collaboration software, comfortable learning and administering workplace technology, and familiarity with project-management systems, basic troubleshooting, and Agile practices.
• AI & Technical Skills: Demonstrated hands-on proficiency with modern generative AI tools beyond basic prompting. Experience creating reusable assistants, writing and refining instructions, organizing knowledge and context, and building or configuring agents, automations, or AI-enabled workflows is preferred.
• Soft Skills: Excellent written and verbal communication, organization, judgment, discretion, follow-through, and stakeholder management. Resourceful and calm when solving problems, with strong attention to detail and a genuinely helpful service mindset.
• Other Requirements: Ability to independently manage multiple priorities and deadlines, coordinate across a distributed organization, and adapt as needs evolve. Sound judgment around confidentiality, security, access permissions, vendors, AI use, and operational documentation.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.