The Role
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.
Summary Generated by Built In
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.
Skills 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 Zapier, Make (Integromat), or equivalent.
- Hands-on experience with Gmail, Slack, LinkedIn outreach, Notion, Airtable (or comparable trackers), ConvertKit (or basic email automation platforms), Dropbox, and CRMs.
- Experience building a partner recruitment/tracking system (Airtable/Notion or equivalent) and automating partner workflows.
- Excellent written and verbal English with strong stakeholder communication skills.
- Demonstrated resilience: ability to take initiative, make independent decisions, adapt to frequent change, and set/maintain work boundaries.
- WFH setup: Computer with at least 8GB RAM and Intel i5 / AMD Ryzen 5 or higher.
- WFH setup: Internet speed of at least 40Mbps and a quiet, dedicated workspace.
- WFH setup: Headset with noise-cancelling mic, webcam, and backup computer/internet connection.
- Comfort using WhatsApp (voice memos) and daily asynchronous communication (Slack updates, status reporting).
- Available to work 40 hours/week, Monday–Friday 9:00 am–6:00 pm Pacific Standard Time.
- Experience with event/project tools and operational support for partner events.
- Fixer experience (helpful) and basic design familiarity (Canva, design fundamentals) as a plus.
- Strong prioritization, time estimation, and ability to minimize rework through clear documentation and playbooks.
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The Company
What We Do
Magic is a frictionless way to plug in thoroughly vetted, cost-effective remote workers, to help scale your key business functions. Through a combination of automation and active work, we tap into our network of vetted remote workers who handle tasks from virtual assistance and customer service to sales lead generation and scheduling across various team members—like magic.
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