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