Operations Specialist

Responsibilities

• Manage complex calendars, scheduling, and logistics for senior leaders and their organizations
• Support tracking and execution of action items, follow-ups, deadlines, and inbound requests
• Build and maintain organizational systems to manage competing priorities and ensure details are not missed
• Cookordination across cross-functional stakeholders, including technical teams, operations, vendors, procurement, legal, security, and external partners
• Manage communications across email, Slack, and other channels with precise attention to detail
• Handle sensitive and confidential information with strong judgment and discretion
• Coordinate with internal stakeholders to gather necessary information, updates, and materials for meetings
• Aid with travel logistics, conferences, events, site visits, and partner or vendor meetings
• Aid with ad-hoc operational projects, including gathering information, solving problems, tracking progress, and driving outcomes
• Help maintain project trackers, action logs, decision records, status updates, and operating rhythms for leadership and technical teams

Qualifications

• Experience operating in a high-trust environment where confidentiality, discretion, and judgment are critical
• Strong organizational skills with the ability to prioritize multiple competing initiatives
• Proven ability to coordinate cross-functional teams and manage diverse stakeholder groups
• Experience supporting senior leaders, executives, technical teams, or mission-driven operations teams
• Comfortable handling sensitive information and maintaining strict confidentiality
• Experience tracking milestones, action items, owners, blockers, risks, and deadlines
• Comfortable making independent decisions and driving work forward with minimal oversight
• Excellent time management, written communication, and stakeholder management skills
• Strong attention to detail and ability to execute accurately in a fast-paced environment
• Proficiency with Google Workspace and Slack for day-to-day collaboration
• The ability to quickly ramp up in unfamiliar environments, industries, or technical domains
• A positive, calm, and professional communication style with internal and external stakeholders

Preferred Qualifications

• Prior experience as a Technical Program Manager, Program Manager, Operations Specialist, Executive Business Partner, Administrative Business Partner, Chief of Staff, or similar role
• Experience in infrastructure, hardware, data centers, research operations, compute, cloud, security, or adjacent technical environments
• Experience supporting or coordinating product launches, operational rollouts, technical programs, site buildouts, implementation plans, or cross-functional initiatives
• Experience working with vendors, procurement, legal, facilities, security, government-facing stakeholders, or external partners
• Experience maintaining project trackers, status reports, action logs, decision records, or operating cadence systems
• Experience in medium-sized companies or high-growth technical environments
• An interest in supporting mission-driven technical teams working on advanced technology
• Comfort working in Slack-heavy and highly collaborative environments

Benefits

Russell Tobin offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.