[Hiring] Operations Associate @Pragmatico

Role Description

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.
• Ensure 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 ensure 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.

Qualifications

• 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.
• Exceptional attention to detail.
• Good judgment.
• Strong follow-through.
• Comfort with technology.
• Clear written communication.

Logistics

• Full-time, remote, US-based.
• Indianapolis area preferred, but not required.
• Reports to the Head of Business Operations.

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.