Operations & Systems Manager Nelson Personal Berkeley, CA Job Details Part-time From $50 an hour 22 hours ago Qualifications Executive administrative support Calendar management Meal preparation QuickBooks Process management Full Job Description About the role: Are you a tech-forward organizational and financial wizard who thrives in dynamic, high-energy environments? Do you look at chaos and see an exciting puzzle waiting to be solved? We are looking for an exceptional Operations & Systems Manager to step into the delightful tornado of our daily life. This isn't just about managing a calendar or booking travel—it's about total life and financial integration powered by modern tooling. You will be our strategic partner, leveraging AI automation to build robust workflows, untangling our day-to-day operations, cleaning up and restructuring our financial tracking, house organization, meal plans, and maintain these systems to ensure everything runs smoothly.

The Vision:

We want someone who can come in, understand our world, use automation when necessary to help establish smart routines and processes, and ultimately transition into a streamlined management and oversight role. Schedule & Hours Structure Month 1 (Ramp-Up & Build Phase): 40 hours per week (Full-time commitment). This intensive phase is designed to dive deep into our operations, untangle the chaos, execute a calendar and QuickBooks overhaul, design budgets, provide administrative services for someone in the medical field and implement core AI-driven systems that can run independently with light weekly management Ongoing (Steady State): 20-25 hours per week . Once the routine is locked in and processes are humming, your hours will scale back. Your focus will shift entirely to ongoing management, financial tracking, optimization, and high-level oversight of the systems you created. What You'll Do 1. AI-Driven Systems Architecture & Process Building (The Month 1 Core Mission)

Leverage AI:

Actively understand, prompt, and integrate AI tools to automate tasks, build smarter routines, and streamline personal and professional infrastructure.

Assess & Streamline:

Walk into the current workflow, understand how our mind and schedule work, and identify bottlenecks.

Document & Hand Off:

Create clear playbooks and SOPs (Standard Operating Procedures) so that everything runs like clockwork. 2.

Financial Systems & QuickBooks Reorganization QuickBooks Overhaul:

Audit, clean up, and restructure our current QuickBooks accounts to ensure accurate tracking and seamless categorization.

Budgeting & Planning:

Manage and build practical, sustainable budgets tailored to personal and professional goals. 3. Ongoing Management & Oversight (Steady State) Oversee and audit established workflows, AI automations, and financial tracking to ensure they continue serving our lifestyle effectively. Manage complex calendars, shifting priorities, and high-level correspondence. Oversee household operations, vendor management, maintenance schedules, and key personal projects. 4. Personal Management Maintain and execute the needs of the house - to include: grocery shopping, meal preparation, room organization, light cleaning. Establish routines to reduce the time spent on day-to-day tasks.

Who You Are A Tech & AI-Savvy Systems Thinker:

You stay ahead of the curve by using AI to optimize workflows, automate repetitive tasks, and design scalable processes. You don't just complete tasks; you look at how things are done and make them smarter. You are an expert windows user and can integrate structure across all systems and programs.

Financially Savvy:

You have a strong grasp of accounting/bookkeeping principles (especially QuickBooks) and budget management. Calm in the

Chaos:

You genuinely enjoy dynamic environments and view a blank slate of financial and life organization as a rewarding challenge.

Proactive & Intuitive:

You see around corners, anticipate needs before they become fires, and solve problems independently.

High EQ & Discretion:

You possess exceptional interpersonal skills, a good sense of humor, and absolute respect for financial privacy and confidentiality.

Experienced:

You have 5 years of experience as an Operations Manager, Chief of Staff, Executive Assistant, or high-level systems manager, with a strong background in bookkeeping/finances (retirement planning experience/understanding is a plus). To Apply Please send your resume along with a brief note telling us about yourself. Please include some examples of how you have successfully used AI or automation to streamline a chaotic process, alongside a brief example of your financial/bookkeeping experience.

Serious candidates only:

Pay:

From $50.00 per hour

Work Location:

In person