Operations Associate

Why This Role Exists

Pragmatico is a small, fast-moving company, which means there is a lot to keep track of: client sessions need to get scheduled, new hires need to be ready for day one, contracts need to match what we actually deliver, vendors and systems need to work, and new requests that come up every day.

We’re hiring an Operations Associate to make sure that all gets done.

You’ll be the person keeping the details straight, following things through, and making sure the operational side of the company works the way it should. When someone hands you something, they trust that it will get done.

What You'll Do

Keep client delivery organized. Schedule and reschedule client sessions across several calendars. Make sure virtual sessions are set up correctly before they start, including breakout rooms, co-hosts, and recording. Maintain the master delivery schedule so the team always knows who is delivering what and when. Make sure our team has access to client systems before sessions and coordinate with client IT when needed.

Track what we owe clients. Keep track of what each client purchased and what we’ve delivered against it. Catch gaps before they become problems. Keep our client-facing platform up to date as engagements progress, including participant reminders. Monitor client support email and route questions to the right person when you can’t answer them directly.

Keep the team organized. Prepare the agenda for the weekly delivery meeting, take notes, and track follow-ups. Help with all-hands meetings and company culture activities. Manage logistics for our annual offsite.

Handle day-to-day people operations. Make sure new hires have the accounts, systems, and information they need before their first day. Prepare offer letters, contractor agreements, and NDAs and make sure completed paperwork comes back. Handle offboarding and remove access across systems. Help employees with benefits questions and coordinate with our broker when needed. Support annual open enrollment.

Support recruiting. Coordinate interviews, follow up with candidates, and keep the process moving. Keep our applicant tracking system accurate and up to date. Respond to inbound candidates and close the loop with people who are no longer moving forward. Depending on your experience and interest, you may also take on candidate screens and first-round interviews.

Manage our systems and vendors. Administer tools including Google Workspace, video conferencing, meeting recording, password management, and AI software licenses. Manage shared drive access and organization, review software subscriptions, handle business license renewals, and deal with physical mail.

Manage the central inbox. Read what comes in, answer what you can, get the rest to the right person, and make sure nothing gets lost.

Take on the things that don’t have an obvious owner. There will always be projects and requests that don’t fit neatly into one of the categories above. Part of this job is figuring those out and getting them across the finish line.

What We're Looking For

You probably have 2 to 5 years of experience in operations, people operations, executive support, business administration, or a similar role. Experience at a company with fewer than 100 people is a plus, especially if you’ve had to manage a wide range of responsibilities at once.

Exceptional attention to detail. This is the most important requirement for the role. You notice when a date is wrong, a number doesn’t add up, or someone’s name is misspelled in a contract. You read the whole thing, not just the part you were asked about.

Good judgment. You won’t always have complete information. We’d rather you ask a question than make a bad assumption, and we’d rather hear about a problem early than after it has become a bigger one.

Strong follow-through. You don’t need someone reminding you what is still open. You keep track of what you owe other people, what they owe you, and what still needs to happen.

Comfort with technology. You pick up new systems quickly and are comfortable using AI as part of your own work. We’re an AI company, so we expect everyone here to use it.

Clear written communication. A lot of this role happens through email, documentation, and written coordination. You should be able to communicate clearly and directly.

We care much more about what you’ve actually done than what your title has been. You might come from operations, HR, executive assistance, recruiting coordination, project coordination, or something else entirely.

Logistics

Full-time, remote, US-based. Indianapolis area preferred, but not required.

Reports to the Head of Business Operations.

Why Pragmatico

Pragmatico helps mid-market companies turn AI investment into measurable business results by focusing on adoption and behavior change, not just technology. We work with companies where AI transformation is a CEO-level priority and stay involved through the full journey.

This role is close to every part of the company. You’ll learn how the business works quickly, and there is plenty of room for the role to grow as the company does.

Learn more at www.pragmatico.ai.

Equal Opportunity Statement

Pragmatico is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender, age, race, religion, or any other classification protected by applicable law.

Operations Associate