Operations Support & AI Systems Specialist

We are seeking a highly organized, tech-savvy Operations Support & AI Systems Specialist to support the day-to-day operations, systemization, and automation of a growing business. This role is not a traditional Executive Assistant position. While administrative support may be part of the role, the primary focus is helping the business owner streamline operations, build repeatable systems, document workflows, automate repetitive tasks, and leverage AI tools to reduce manual workload and unnecessary hiring. The ideal candidate is highly proficient with Claude Cowork, Claude Code, AI agents, automation tools, workflow documentation, and operational systems. Experience working with a tax agency, accounting firm, bookkeeping business, or financial services company is strongly preferred but not required. Key Responsibilities Operations Support Support the business owner with daily operational needs, task management, follow-ups, and workflow coordination. Assist in identifying operational gaps, bottlenecks, duplicate work, and inefficient processes. Help create structure around recurring business activities, client workflows, internal communication, project tracking, and team accountability. Maintain and organize operational documents, SOPs, templates, folders, client files, and internal resources. Support implementation of new systems, tools, and processes after the gap analysis is completed. AI Systems & Automation Use Claude Cowork, Claude Code, and other AI tools to support business automation, documentation, research, workflow execution, and task completion. Build and manage AI-powered workflows, agents, prompts, routines, and automations to reduce manual labor. Identify areas where AI can replace or reduce the need for additional hires. Assist in creating automated systems for repetitive tasks such as document preparation, client onboarding, internal reporting, email workflows, data organization, file management, research, and SOP creation. Test, troubleshoot, and improve AI workflows to ensure they are accurate, reliable, and easy for the business owner/team to use. Systemization & SOP Development Document current processes and convert them into clear, repeatable SOPs. Create checklists, templates, workflows, and training documents for recurring tasks. Organize company knowledge into a clear internal knowledge base. Help standardize how work gets requested, assigned, completed, reviewed, and tracked. Tax / Financial Operations Support Preferred Experience working inside or alongside a tax agency, bookkeeping firm, accounting business, or financial services company is a plus. Support may include helping organize client documents, tax season workflows, deadline tracking, onboarding processes, internal checklists, and client communication systems. Tax knowledge is preferred, but this role does not require the person to be a tax preparer unless separately qualified. Required Skills & Experience Must have hands-on experience using Claude Cowork, Claude Code, ChatGPT, or similar AI tools for business operations, automation, workflow creation, or systems support. Strong understanding of AI agents, automation logic, prompt creation, task delegation to AI, and workflow improvement. Ability to look at a messy process and turn it into a clean, repeatable system. Strong written communication skills. Highly organized and detail-oriented. Comfortable working independently and taking initiative. Ability to document processes clearly. Strong problem-solving skills. Experience with project management and operations tools such as ClickUp, Asana, Notion, Airtable, Google Workspace, Slack, Zapier, Make, or similar platforms. Preferred Qualifications Experience working with a tax agency, accounting firm, bookkeeping business, or financial services company. Experience creating SOPs, workflow maps, internal knowledge bases, or operational playbooks. Experience building AI agents, automations, or recurring routines. Experience supporting a founder, CEO, COO, or small business owner. Familiarity with client onboarding, document collection, deadline management, and service-based business operations. Ideal Candidate The right person is part operations brain, part AI nerd, part systems builder. They do not wait to be told every little thing. They can look at the business, identify what is clunky, and say, “Here’s how we can make this easier, faster, and more automated.” They should be comfortable supporting day-to-day operations while also thinking strategically about how to reduce manual work, improve efficiency, and build systems that allow the business owner to operate with less stress and fewer unnecessary hires. Success in This Role Looks Like The business owner spends less time managing repetitive tasks. Internal workflows become more organized and documented. AI tools are being used daily to reduce workload. SOPs and systems are easy to follow. Operational gaps are identified and solved quickly. The business can scale without immediately needing to hire multiple additional people. Tax-season or client-service workflows become more structured and less chaotic. Sample Job Posting Version Now Hiring: Operations Support & AI Systems Specialist We are looking for an Operations Support & AI Systems Specialist to help support the day-to-day operations, workflow automation, and systemization of a growing business. This is not a traditional Executive Assistant role. We need someone who can support operations while also helping us build smarter systems using AI tools like Claude Cowork, Claude Code, ChatGPT, automations, AI agents, SOPs, and workflow documentation. The ideal candidate is highly organized, tech-savvy, proactive, and experienced in using AI to simplify business operations. Experience working with a tax agency, accounting firm, or financial services company is preferred, but not required. You will help document processes, build SOPs, organize workflows, create AI-powered systems, automate repetitive tasks, and identify areas where the business can operate more efficiently without unnecessary hiring. You’re a strong fit if you: Have experience with Claude Cowork, Claude Code, ChatGPT, AI agents, or automation tools. Love turning chaos into clean systems. Can document processes clearly. Understand operations, task management, and workflow optimization. Are proactive and solution-oriented. Can support a business owner with both day-to-day operations and bigger-picture systemization. Have tax agency, accounting, or bookkeeping industry experience. Responsibilities include: Supporting daily operations and workflow coordination. Building AI-powered systems and automations. Creating SOPs, checklists, templates, and internal documentation. Organizing files, processes, and business systems. Helping identify operational gaps and inefficiencies. Supporting client workflow structure, onboarding, task tracking, and internal processes. Using AI tools to reduce manual work and improve execution. Preferred tools/experience: Claude Cowork Claude Code ChatGPT ClickUp, Asana, Notion, or Airtable Google Workspace Zapier or Make Slack SOP creation Tax agency or financial services operations This role is perfect for someone who is equal parts operations support, systems thinker, and AI-powered problem solver.