Automation Specialist – Freelance, Remote

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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

• 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 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.

Benefits