Automation Specialist - Freelance, Remote

About the ClientA fast-growing global innovation platform that brings together builders, buyers, and backers to accelerate human-centered AI adoption through summits, labs, and partner events. They run a year-round ecosystem that includes a large annual flagship event and 100+ decentralized partner events designed to demonstrate measurable human-centered outcomes. The organization is mission-driven — focused on scaling innovations that improve human life and wellbeing.

Why does this role exist? The Automation Specialist is being hired to remove operational friction and scale high-volume, time-sensitive event and partner work by building reliable automations, centralizing information, and driving day-to-day execution. This role ensures the core team can focus on strategic partnerships and content by owning inbox and outreach triage, implementing the partner recruitment/tracking tech stack for Human+Tech Week, and keeping deliverables organized and actionable. Fast ramp and independence are required to get HTW’s marketing, partner, and event operations market-ready quickly.The Impact you’ll make

Communication & Alignment- Send AM/PM Slack updates (day’s plan / accomplishments) and maintain daily status reporting. - Coordinate recurring check-ins and manage project WhatsApp group (voice memos + quick updates). - Flag issues early and escalate when necessary. Inbox & Outreach Management- Clean and triage CEO/lead inbox (Gmail + Fixer), surface and prioritize high-priority messages daily. - Clean and prioritize LinkedIn (process invites/messages; build outreach lists for HTW). - Schedule meetings and follow-ups; maintain response SLAs. Automation & Tech Stack Build- Design, build and document automations/integrations (Zapier/Make/other) to connect email, CRM/tracker, ConvertKit, calendar, and Slack. - Build a partner recruitment/tracking system (Airtable/Notion or equivalent) for Human+Tech Week and automate partner workflows. - Ensure partner onboarding, tracking, and communications are automated and auditable. Event & Project Operations Support- Prepare event materials, coordinate logistics with partners, and ensure deliverables are in usable formats. - Support cross-functional teams (ops, BAs, event partners) and run recurring ops tasks for HTW execution. - Estimate time, prioritize tasks, and make decisions to keep projects moving without micromanagement. Organization & Documentation- Centralize files, contacts, and documentation in Notion/Dropbox and maintain clear versioning and templates. - Create playbooks for recurring processes and handoffs to reduce rework. - Ensure all deliverables are actionable and minimize back-and-forth for leadership. Skills, Knowledge and Expertise

Required:- 3+ years supporting executives or running operations in fast-paced, high-volume environments (events, startups, agencies, or similar). - Proven experience building automations and integrations using tools like Zapier, Make (Integromat), or equivalent. - Strong hands-on experience with Gmail, Slack, LinkedIn outreach, Notion/Airtable (or comparable trackers), and basic email automation platforms (e.g., ConvertKit). - Excellent written and verbal English; demonstrated ability to communicate clearly and proactively. - Demonstrated resilience: ability to take initiative, make independent decisions, adapt to frequent change, and set/maintain work boundaries. - WFH Set-Up:- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up. - Internet speed of at least 40MBPS - Headset with an extended mic that has noise cancellation and a webcam - Back-up computer and internet connection - Quiet, dedicated workspace at home

Your Superpowers:- Hands‑on with automation tools (Zapier/Make, Fixer experience helpful), ConvertKit or other email platforms, Notion/knowledge bases, Dropbox, Gmail, LinkedIn. - Experience with event/project tools and building partner recruitment/tracking systems. - Basic design familiarity (Canva, design fundamentals) is a plus. Soft - Proactive, decisive, and resourceful — makes the next best decision without waiting for micromanagement. - High stress tolerance; resilient to frequent scope changes and comfortable in a fast pace. - Strong prioritization, time estimation, and stakeholder communication skills. - Assertive boundary-setting to protect agreed working hours while maintaining stakeholder service levels. You should apply if… - You thrive in fast, ambiguous, high‑volume environments and enjoy turning chaos into repeatable systems. - You take ownership, anticipate needs, and create deliverables that are actionable and minimize rework for leaders. - You value clear, early communication and can set professional boundaries while being responsive during agreed hours. - You’re collaborative, adaptable, and comfortable using voice memos/WhatsApp for quick coordination. What to expect...Work Setup:- Remote position - Must have a reliable internet connection and a quiet workspace - Required to provide own computer with Intel Core i5 or something similar or higher operating system Working Hours:- 40 hours per week - Monday - Friday: 9:00 am - 6:00 pm (Pacific Standard Time) Compensation:- $6 per hour - No benefits package included

Benefits

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