Operations Associate

Darkroom is the leading next-generation growth marketing firm engineering the brands of tomorrow. Founded in 2017, we set out to redefine what a modern agency could be, by replacing the inertia of legacy advertising behemoths with a model built for speed, intelligence, and measurable impact.

At our core, Darkroom is a human services company powered by Matter, an AI commerce layer that integrates executive-level strategy with proprietary agentic technology. This fusion enables our teams to deliver outsized returns by enhancing creative output, operational efficiency, and revenue generation across every stage of the customer journey.

Our track record speaks for itself: billions in attributable revenue driven across e-commerce marketplaces, media networks, DTC ecosystems, and social commerce platforms. Every engagement feeds into our proprietary data infrastructure, enabling a continuous feedback loop that accelerates growth, improves margins, and compounds results across our client portfolio.

What began as a boutique design studio has evolved into one of the fastest-growing private companies in America (Inc. 5000) and among the most effective performance media agencies of the 2020s (Varos). Our founders were recognized by Forbes 30 Under 30 for advancing the intersection of technology, marketing, and advertising, cementing Darkroom's role as a defining player in the future of media innovation.

Darkroom is seeking an Operations Associate (Technology Specialist) to own the maintenance and optimization of our operational technology infrastructure. This role sits at the intersection of systems thinking, automation, and organizational efficiency. Your job is to ensure our tech stack operates seamlessly and enables our teams to deliver world-class client outcomes.

You will be responsible for owning systems in Notion, auditing them end-to-end, architecting cross-platform automations, maintaining data integrity across our tools, and advising leadership on technology decisions that drive operational excellence. This is a high-impact role for someone who views technology as a lever for competitive advantage and thrives in fast-moving, execution-heavy environments.

This role is based in Portugal (preferably Lisbon) and requires availability during EST working hours. Excellent English is non-negotiable.

1. Notion Systems Management

   • Help maintain and optimize complex Notion workspaces that support company-wide operations.

   • Audit database structures, properties, relations, formulas, and views that enable teams to work efficiently.

   • Troubleshoot Notion issues across the organization and provide rapid solutions.

   • Implement best practices for workspace organization, permissions, and scalability.

   • Make proactive recommendations to improve system structure and usability.

   • Serve as the internal subject matter expert on Notion.

2. Automation Architecture

   • Design and deploy automations within Notion and across our tech stack, including Fireflies, Google Workspace, Slack, and other operational tools.

   • Build and maintain Zapier workflows that connect systems and eliminate manual work.

   • Audit existing automations for reliability, performance, and optimization opportunities.

   • Identify automation opportunities across workflows and proactively implement solutions.

   • Monitor automation health and quickly resolve failures or errors.

3. Tech Stack Management

   • Oversee user access management across platforms.

   • Maintain data hygiene standards across systems, ensuring accuracy and consistency.

   • Conduct regular audits of tools, licenses, and usage to optimize efficiency and cost.

   • Manage integrations between platforms and ensure seamless data flow.

   • Serve as the go-to resource for troubleshooting technical issues across the organization.

4. AI and Workflow Optimization

   • Leverage AI tools and LLMs to generate content, refine processes, and automate repetitive tasks.

   • Experiment with emerging AI capabilities and bring recommendations to leadership.

   • Help build AI-enhanced workflows that increase team productivity and output quality.

Strategic Technology Advisory

• Stay current on technology trends, tools, and best practices relevant to operational efficiency.

• Evaluate new tools and platforms, providing leadership with clear recommendations.

• Partner with cross-functional teams to understand pain points and design technical solutions.

• Document systems, workflows, and processes to ensure knowledge transfer and continuity.

A Notion Expert

• You are an advanced Notion power-user with deep knowledge of databases, relations, formulas, automations, and advanced functionality.

• You have hands-on experience building, maintaining, and auditing enterprise-grade Notion workspaces.

• You are confident making structural recommendations and implementing changes at scale.

• You can troubleshoot complex issues independently and rapidly.

Excellent with Automation

• You have experience designing and deploying automations within Notion and across platforms like Google Workspace, Slack, Fireflies, and Zapier.

• You understand workflow logic, API integrations, error handling, and how to build reliable, scalable automations.

• You actively audit and optimize automations to ensure they continue to perform.

AI-Fluent

• You understand how to use LLMs effectively and efficiently for generation, refinement, and automation.

• You are comfortable experimenting with AI tools and translating capabilities into operational value.

Operationally Rigorous

• You are obsessed with data hygiene, structure maintenance, and clean systems.

• You have experience managing tech suite user management and access control.

• You proactively identify issues before they become problems.

Detail-Oriented and Organized

• You are a perfectionist who tracks the small things while maintaining sight of the big picture.

• You can run and maintain multiple recurring workflows simultaneously without dropping the ball.

• You hold yourself to a high standard and expect the same from the systems you build.

Tech-Curious

• You are a tech nerd who stays current on emerging tools, platforms, and best practices.

• You can evaluate technology options and make educated recommendations to leadership.

• You bring curiosity, proactivity, and strong judgment to every technical decision.

A Collaborative Communicator

• You are highly communicative and able to navigate conversations across a large, remote team.

• You are highly responsive and understand the importance of quick communication and multiple touchpoints in a distributed environment.

• You are a team player who prioritizes collective success

• Stabilize and harden Notion as Darkroom’s operational source of truth

• Audit and refactor existing automations for reliability

• Establish clear standards for data hygiene, permissions, and documentation across our tech stack

• 3+ years of experience in managing technology

• Based in Portugal; ideally, Lisbon.

• Available to work EST hours — non-negotiable

• Excellent English (written and verbal) — non-negotiable

Darkroom is not a typical agency. We are looking for A players that want to build something great. We move fast, think deeply, and expect every team member to bring insight and rigor to everything they touch. We hold a high bar for performance, creativity, and ownership — but we also support each other relentlessly. No egos, no red tape — just world-class talent building something remarkable. We believe in autonomy with accountability, truth over comfort, and outcomes over optics. If you want to build and win alongside some of the smartest people in the business, you'll thrive here.

• Work-Life Balance: We recognize that time away from work is essential for growth and well-being. Our generous paid time off policy ensures you have the time you need to maintain a healthy work-life balance and perform at your best.

• Location, location, (or no) location: Remote-first culture with a strong community base. While many roles remain fully remote, employees hired to work from our New York or Lisbon HQs (opening early 2026) are expected to adopt a hybrid working model, including weekly in-office appearances. Hub locations also include the Bay Area, Philly, São Paulo, and Barcelona.

• Health & Wellness: Company-sponsored medical, dental, and vision benefits with, so you can stay as healthy as can be.

• Generous Quarterly Bonuses: Your productivity directly translates to your compensation. We offer a competitive quarterly bonus structure that is both substantial and customized to your role, ensuring your hard work is consistently and generously rewarded.

• Finances, growth, and retirement: After one year with Darkroom, we deliver a robust 401k program with company match, equity incentives, and a profit-sharing opportunity so we can help you save as the company grows.

• Endless opportunities for growth: Our agency is founded on an interdisciplinary approach, giving Darkroomers insights into services far beyond your job description. Grow your skills and interests beyond your niche and stay at the forefront of the industry through total immersion in cross-functional collaboration.

• Parental Leave: flexible parental leave benefits to support new parents during this important transition, ensuring time to bond with their families while maintaining work-life balance.

The hiring process for this position typically follows three stages; phone screen, hiring manager, and Executive calls.

Darkroom is an equal opportunity workplace—we are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national orientation, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.