The Business Operations Specialist is the operational utility player of ANNA — the person who keeps the machine running across our People function, our long tail of important projects, and the senior leaders this role supports. You will partner closely with our Director of People Operations and work across leadership functions to make sure that operational details get handled cleanly, that no ball gets dropped, and that our company runs a little tighter and a little faster every quarter you're here. Three things define how you'll spend your time. First, People Operations execution — you'll own the day-to-day employee lifecycle, run onboarding and offboarding, and keep our HR data audit-ready. Second, the long tail of important operational projects that get handed to whoever can run with them — vendor onboarding and tracking, license management, internal comms, leadership offsite logistics, ad-hoc research, and the kind of work that doesn't fit neatly into any one department's job description. Third, executive support and chief-of-staff-style work for our senior leaders — calendar ownership, meeting prep and follow-up, travel logistics, inbox triage on request, and the steady drumbeat of details that make a busy executive's week run smoothly. What makes this role different is the explicit expectation of AI fluency. You will be a heavy daily user of Claude — building automations, projects, and Cowork workspaces; stitching tools together via MCP; and turning repetitive operational work into reliable, documented workflows. The right hire treats AI tooling not as a novelty but as a force multiplier they reach for first. You will work full-time on US Eastern hours from the Philippines, partnering primarily with our Director of People Operations and the broader leadership team in Boston. # Compensation & Engagement
Full-time, US Eastern Time business hours (approx. 9pm – 6am Manila)
Time Off
Flexible PTO; US holidays observed
Tooling
Full access to Claude (Pro) and supporting AI tooling provided
What You'll Do
Employee Lifecycle & Onboarding
Own end-to-end onboarding execution: pre-boarding tasks, day-one welcome experience, equipment provisioning, system access, I-9/eligibility documentation, benefits enrollment hand-off, and 30/60/90 check-ins
Own offboarding execution: separation logistics, system deprovisioning, exit interview scheduling and synthesis, return of equipment, and clean documentation
Maintain Ashby as the source of truth for hiring activity — keep pipelines current, configure templates and approval flows, build and run reports for hiring leaders, and ensure every candidate has a high-quality experience
Coordinate with hiring managers on interview scheduling, panel logistics, candidate communications, and offer letter generation
HR Operations & Compliance
Maintain accurate, audit-ready employee records, files, and HRIS data; flag and resolve discrepancies before they become problems
Keep policies, handbooks, SOPs, and state addenda current and version-controlled; partner with employment counsel when policy changes are required
Support compliance workstreams including I-9 audits, ACQ accreditation documentation, training records, and required state and federal reporting
Serve as a reliable point of contact for employee questions during US business hours — knowing what to answer, what to escalate, and what to document
The Long Tail of Important Operational Projects
Take on operational projects that don't yet have a clear owner — vendor onboarding and license tracking, leadership offsite logistics, ad-hoc research, internal comms support, document and SOP cleanup, and similar 'connective tissue' work that keeps a fast-growing company running
Partner with Finance, IT, Clinical Operations, and external vendors to make sure operational processes plug cleanly into adjacent systems and don't create downstream rework
Be the person leadership trusts with ambiguous, time-bounded asks — the kind of project where someone says 'can you figure this out by Friday' and it actually gets figured out
Executive Support & Chief-of-Staff-Style Work
Own calendar management for senior leaders — scheduling, defending focus time, resolving conflicts, anticipating logistical needs before they're asked for
Prep our leaders for their week and their key meetings — pre-reads pulled together, agendas drafted, materials in the right place at the right time
Coordinate travel logistics, offsite planning, and meeting setup (internal and external) — flights, hotels, reservations, agenda flow, logistics for visitors
Capture clean meeting notes when needed and convert them into action items with owners and dates; chase the loose ends until they're closed
Triage inbound requests and inbox flow on behalf of senior leaders when asked, with the judgment to know what to surface, what to handle, and what to deflect
AI-Native Workflow Building
Use Claude daily as your primary thinking, drafting, and execution partner — for emails, policy edits, summaries, data cleanup, candidate comms, meeting notes, and project planning
Build Claude Projects, Cowork workspaces, and reusable prompts/skills that codify how recurring operational work gets done at ANNA — onboarding flows, vendor tracking, meeting prep, policy QA, and more
Identify manual or repetitive steps in our operational processes and replace them with well-scoped automations using Claude, MCP servers, Asana, SharePoint, and our HRIS/ATS
Document every workflow you build so anyone on the team can run it; treat the workflow library as a product you own and improve over time
Maintain ANNA's internal knowledge base so that policies, SOPs, and 'how do we do X' answers are easy to find and trust
Qualifications
Required
3+ years of experience in operations, business operations, executive operations, chief-of-staff support, executive assistance, People Operations, or HR coordination at a fast-paced company
Strong daily, hands-on use of generative AI tools (Claude preferred; ChatGPT, Gemini, Copilot acceptable) — beyond casual use; you can talk concretely about workflows you've built
Excellent written English; clean, warm, professional communication on email, Slack, and async docs
Proven ability to work full-time US Eastern hours (approx. 9pm – 6am Philippine Time) and a stable, reliable home work setup
High standard for accuracy and discretion — you treat sensitive company and employee data with appropriate care
Preferred
Fluency with at least one major ATS (Ashby strongly preferred; Greenhouse, Lever, Workday acceptable) and at least one HRIS (Rippling, Gusto, Justworks, BambooHR, Workday, etc.)
Experience supporting US-based startups or scale-ups from the Philippines
Experience in healthcare, behavioral health, or another regulated industry
Familiarity with MCP servers, Claude Projects, Cowork, and stitching AI tools to systems like Asana, SharePoint, Microsoft 365, or Salesforce
Experience in a high-growth or scaling startup environment
Comfort with light SQL, spreadsheet formulas, or no-code automation tools (Zapier, Make, Airtable automations)
Experience drafting or maintaining HR policy documents, vendor contracts, or operational SOPs
If you don't meet every preferred qualification, we still encourage you to apply.
Ideal Candidate
You are a meticulous, mission-driven operator who thrives in fast-moving environments where the rules are still being written. You are equally happy executing a flawless onboarding for a new BCBA, picking up an ambiguous project that lands in your lap on a Wednesday afternoon, keeping a senior leader's week running cleanly, and shipping a Claude project that compresses a four-hour task into ten minutes. You take pride in being the person who never drops a ball, who anticipates the next thing before being asked, and who leaves every process they touch better than they found it. You are energized — not unsettled — by AI, and you see the opportunity to be one of the most leveraged operations hires in the country because of how you use it. # Why ANNA? At ANNA, we are working to transform autism care by combining rigorous clinical training, compassionate family-centered practice, and neurodiversity-affirming approaches. Our NDBI model supports each child's strengths through play-based, developmentally informed care. The operations function is how we make sure the clinicians and operators delivering that care have the cleanest, calmest, most supportive operational environment possible. This role is one of the engines of that function. We’re committed to creating a diverse, inclusive, and supportive workplace. If you’re passionate about our mission but don’t meet every qualification listed, we still encourage you to apply. Your unique perspective might be exactly what we need.
