Operations & Systems Manager

Are you a tech-forward organizational and financial wizard who thrives in dynamic, high-energy environments? Do you look at chaos and see an exciting puzzle waiting to be solved?

We are looking for an exceptional Operations & Systems Manager to step into the delightful tornado of our daily life. This isn’t just about managing a calendar or booking travel-it’s about total life and financial integration powered by modern tooling. You will be our strategic partner, leveraging AI automation to build robust workflows, untangling our day-to-day operations, cleaning up and restructuring our financial tracking, house organization, meal plans, and maintain these systems to ensure everything runs smoothly.

The Vision: We want someone who can come in, understand our world, use automation when necessary to help establish smart routines and processes, and ultimately transition into a streamlined management and oversight role.

Schedule & Hours Structure

• Month 1 (Ramp-Up & Build Phase): 40 hours per week (Full-time commitment). This intensive phase is designed to dive deep into our operations, untangle the chaos, execute a calendar and QuickBooks overhaul, design budgets, provide administrative services for someone in the medical field and implement core AI-driven systems that can run independently with light weekly management
• Ongoing (Steady State): 20-25 hours per week. Once the routine is locked in and processes are humming, your hours will scale back. Your focus will shift entirely to ongoing management, financial tracking, optimization, and high-level oversight of the systems you created.

What You’ll Do

1. AI-Driven Systems Architecture & Process Building (The Month 1 Core Mission) * Leverage AI: Actively understand, prompt, and integrate AI tools to automate tasks, build smarter routines, and streamline personal and professional infrastructure. * Assess & Streamline: Walk into the current workflow, understand how our mind and schedule work, and identify bottlenecks. * Document & Hand Off: Create clear playbooks and SOPs (Standard Operating Procedures) so that everything runs like clockwork.

2. Financial Systems & QuickBooks Reorganization * QuickBooks Overhaul: Audit, clean up, and restructure our current QuickBooks accounts to ensure accurate tracking and seamless categorization. * Budgeting & Planning: Manage and build practical, sustainable budgets tailored to personal and professional goals.

3. Ongoing Management & Oversight (Steady State) * Oversee and audit established workflows, AI automations, and financial tracking to ensure they continue serving our lifestyle effectively. * Manage complex calendars, shifting priorities, and high-level correspondence. * Oversee household operations, vendor management, maintenance schedules, and key personal projects.

4. Personal Management

· Maintain and execute the needs of the house - to include: grocery shopping, meal preparation, room organization, light cleaning.

· Establish routines to reduce the time spent on day-to-day tasks.

• A Tech & AI-Savvy Systems Thinker: You stay ahead of the curve by using AI to optimize workflows, automate repetitive tasks, and design scalable processes. You don’t just complete tasks; you look at how things are done and make them smarter. You are an expert windows user and can integrate structure across all systems and programs.
• Financially Savvy: You have a strong grasp of accounting/bookkeeping principles (especially QuickBooks) and budget management.
• Calm in the Chaos: You genuinely enjoy dynamic environments and view a blank slate of financial and life organization as a rewarding challenge.
• Proactive & Intuitive: You see around corners, anticipate needs before they become fires, and solve problems independently.
• High EQ & Discretion: You possess exceptional interpersonal skills, a good sense of humor, and absolute respect for financial privacy and confidentiality.
• Experienced: You have 5 years of experience as an Operations Manager, Chief of Staff, Executive Assistant, or high-level systems manager, with a strong background in bookkeeping/finances (retirement planning experience/understanding is a plus).