Automation and Operations Specialist

About the Role

We’re looking for a proactive and technically minded Technical Virtual Assistant to work closely with me and assist with a mix of operational, administrative, and automation-related tasks.

This is a hands-on, varied role. You’ll help me manage day-to-day operational requests, maintain and troubleshoot existing automations, work across different SaaS platforms, investigate issues, and support smaller technical and operational projects as they come up.

Some tasks will be technical, while others may involve checking information, managing access, following up with team members, researching an issue, updating documentation, or handling straightforward requests independently.

What You’ll Be Doing

• Maintain, update, and troubleshoot existing Zapier and n8n automations
• Create new workflows and make improvements to existing ones
• Investigate automation errors, failed workflows, data mismatches, and other operational issues
• Work across tools such as HubSpot, Airtable, Slack, ClickUp, and other SaaS platforms
• Check and manage user access, records, fields, and system configurations when needed
• Test forms, automations, workflows, and internal tools before and after changes
• Help investigate operational or technical questions and find the information needed to resolve them
• Handle straightforward requests and communicate or follow up with team members when needed
• Assist with small technical and operational projects
• Create and update simple documentation and SOPs
• Perform research and data checks when required
• Identify things that aren’t working as expected and proactively flag or resolve them where possible
• Help with other related operational and administrative tasks as needed

Requirements

• Previous experience as a Virtual Assistant, Operations Assistant, Technical Assistant, or similar
• Previous hands-on experience with Zapier, n8n, or similar automation tools
• Comfortable working with and learning different SaaS platforms
• Strong troubleshooting and problem-solving skills
• Ability to understand an existing workflow or process and investigate issues independently
• Excellent attention to detail, particularly when working with data, workflow logic, mappings, and system updates
• English level B2 or higher, both written and spoken
• Strong organizational skills and ability to manage multiple concurrent requests and prioritize effectively
• Reliable, responsive, and comfortable taking ownership of assigned tasks
• Proactive approach — able to notice potential issues or improvement opportunities rather than only following instructions
• Comfortable asking questions when necessary while also being willing to investigate and try to find solutions independently
• Availability with good overlap with U.S. business hours (approximately 9 AM–5 PM ET). Working hours can be flexible, but regular availability during this window is important.

Nice to Have

• Experience with HubSpot, Airtable, Slack, or ClickUp
• Basic understanding of APIs, webhooks, and JSON
• Experience troubleshooting integrations between different platforms
• Experience using AI tools such as ChatGPT or Claude for research, troubleshooting, or automation-related work
• Experience creating or maintaining SOPs and internal documentation

Who Would Be a Great Fit

You don’t need to be an automation engineer for this role. We’re looking for someone with enough technical experience to understand how automations and SaaS tools work, combined with strong resourcefulness, curiosity, and a willingness to figure things out.

This role would be a great fit for someone who enjoys variety and is comfortable with tasks that aren’t always accompanied by a step-by-step SOP. Sometimes you’ll receive a clear task; other times, you may be given an expected outcome, an existing workflow, or a problem and asked to investigate what’s happening and determine the best way forward.

We’re looking for someone who is hands-on, cooperative, proactive, and comfortable digging into processes, asking good questions when needed, and taking responsibility for getting things done.