ruby-labs - Project Owner
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Requirements
• Proven experience as a Project Manager, Project Owner, or Operations Lead in a fast-moving product team. • Deep, practical knowledge of Notion - task boards, databases, automations, Notion AI. This is our primary tool. • Strong hands-on experience with AI tools - Claude, Claude Code, Cursor, Notion AI, AI agents, workflow automation. Expected to use these daily to increase personal and team output. Agentic team management approach is a strong plus. • Experience building and enforcing structured delivery processes - Definition of Ready, sprint cadences, reporting standards. • Exceptional attention to detail - you catch what others miss. • Proactive problem solver - you don't wait for instructions, you find the chaos and fix it. • Strong written communication - clear, concise, no fluff. • Comfortable managing multiple workstreams simultaneously without losing control. • Able to operate effectively in a high-pace, high-pressure environment where things change fast. • Experience working with cross-functional teams - product, engineering, growth, analytics, marketing. • Fluent Russian language proficiency, with the ability to communicate clearly and professionally. • Ruby Labs operates within the CET (Central European Time) zone. Applicants from any country are welcome to apply for the position as long as they are located within approximately ± 4 hours of CET. This ensures optimal collaboration and communication during working hours.
Responsibilities
• Delivery & Execution Ownership. • Ensure every initiative has a clear owner, deadline, and definition of done. Track delivery continuously - planned vs. done, blockers, risks. Surface issues early and drive resolution without escalation. • Board & Process Hygiene. • Own Notion task boards end-to-end - grooming, status accuracy, task naming, labels, ownership. Enforce consistency across all teams. Boards must reflect reality at all times. • Task Quality Control. • Maintain a Definition of Ready standard - every task must have a clear description, acceptance criteria, owner, and dependencies before it enters a sprint. Audit weekly. Reject tasks that don't meet the bar. • AI & Automation. • Actively automate repetitive processes using Notion AI, AI agents, and workflow automation tools. Build systems that reduce manual work across reporting, task management, documentation, and cross-team coordination. Agentic team management approach is a strong plus. • Reporting & Visibility. • Build and maintain lightweight reports on velocity, delivery, and team output. Weekly summaries for leadership - progress, blockers, risks, next steps. No surprises. • Daily Syncs & Weekly Cycles. • Run daily team syncs - every team member starts the day knowing exactly what they're working on, what's blocked, and what's expected by end of day. Own the weekly cycle end-to-end: planning, mid-week check-in, results review. The operational team must have full visibility into execution status and daily progress at all times - no ambiguity, no surprises. • Meeting Follow-ups & Accountability. • Track all action items from standups, retros, and planning sessions. Every item has an owner and deadline. Follow up mid-cycle. Close the loop before the next meeting. • Cross-Team Coordination. • Bridge Product, Engineering, CRO, and Analytics. Ensure requests become actionable tickets. Synchronize priorities across tracks. Prevent misalignment before it becomes a problem. • Documentation & Knowledge Management. • Own the central documentation hub in Notion - templates, release logs, sprint summaries, process documentation. Information must be structured, current, and accessible to the whole team. • Process Optimization. • Continuously identify inefficiencies in how the team operates and propose improvements. You are expected to make the team faster and less chaotic every sprint.
Benefits
• Discover the perks of being part of our vibrant team! We offer: • Remote Work Environment: Embrace the freedom to work from anywhere, anytime, promoting a healthy work-life balance. • Unlimited PTO: Enjoy unlimited paid time off to recharge and prioritize your well-being, without counting days. • Paid National Holidays: Celebrate and relax on national holidays with paid time off to unwind and recharge. • Company-provided MacBook: Experience seamless productivity with top-notch Apple MacBooks provided to all employees who need them. • Flexible Independent Contractor Agreement: Unlock the benefits of flexibility, autonomy, and entrepreneurial opportunities. Benefit from tax advantages, networking opportunities, reduced employment obligations, and the freedom to work from anywhere. Read more about it here: https://docs.google.com/document/d/1tzxGX4Uu7Ts_HCLFXESKLnKaaBfVCPf1f9AYZPrkjJM/preview?tab=t.0 https://docs.google.com/document/d/1nkrN76JlZkbKj9WSOhlT1_mni_CZeDkHdwfIjPXVwvk/preview?tab=t.0 • Be part of our fast-growing team and seize this excellent opportunity for personal and professional growth!
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