Owner of inbox/outreach triage, automation build, partner recruitment/tracking, and event operations. Designs and documents integrations (Zapier/Make), centralizes documentation, manages daily status updates, and supports cross-functional execution for a fast-paced event program.
About the Client
A 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.
A 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
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
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