annaautismcare - Business Operations Specialist

• EMPLOYEE LIFECYCLE & ONBOARDING • Own end-to-end onboarding execution: pre-boarding tasks, day-one welcome experience, equipment provisioning, system access, I-9/eligibility documentation, benefits enrollment hand-off, and 30/60/90 check-ins • Own offboarding execution: separation logistics, system deprovisioning, exit interview scheduling and synthesis, return of equipment, and clean documentation • Maintain Ashby as the source of truth for hiring activity — keep pipelines current, configure templates and approval flows, build and run reports for hiring leaders, and ensure every candidate has a high-quality experience • Coordinate with hiring managers on interview scheduling, panel logistics, candidate communications, and offer letter generation • HR OPERATIONS & COMPLIANCE • Maintain accurate, audit-ready employee records, files, and HRIS data; flag and resolve discrepancies before they become problems • Keep policies, handbooks, SOPs, and state addenda current and version-controlled; partner with employment counsel when policy changes are required • Support compliance workstreams including I-9 audits, ACQ accreditation documentation, training records, and required state and federal reporting • Serve as a reliable point of contact for employee questions during US business hours — knowing what to answer, what to escalate, and what to document • THE LONG TAIL OF IMPORTANT OPERATIONAL PROJECTS • Take on operational projects that don't yet have a clear owner — vendor onboarding and license tracking, leadership offsite logistics, ad-hoc research, internal comms support, document and SOP cleanup, and similar 'connective tissue' work that keeps a fast-growing company running • Partner with Finance, IT, Clinical Operations, and external vendors to make sure operational processes plug cleanly into adjacent systems and don't create downstream rework • Be the person leadership trusts with ambiguous, time-bounded asks — the kind of project where someone says 'can you figure this out by Friday' and it actually gets figured out • EXECUTIVE SUPPORT & CHIEF-OF-STAFF-STYLE WORK • Own calendar management for senior leaders — scheduling, defending focus time, resolving conflicts, anticipating logistical needs before they're asked for • Prep our leaders for their week and their key meetings — pre-reads pulled together, agendas drafted, materials in the right place at the right time • Coordinate travel logistics, offsite planning, and meeting setup (internal and external) — flights, hotels, reservations, agenda flow, logistics for visitors • Capture clean meeting notes when needed and convert them into action items with owners and dates; chase the loose ends until they're closed • Triage inbound requests and inbox flow on behalf of senior leaders when asked, with the judgment to know what to surface, what to handle, and what to deflect • AI-NATIVE WORKFLOW BUILDING • Use Claude daily as your primary thinking, drafting, and execution partner — for emails, policy edits, summaries, data cleanup, candidate comms, meeting notes, and project planning • Build Claude Projects, Cowork workspaces, and reusable prompts/skills that codify how recurring operational work gets done at ANNA — onboarding flows, vendor tracking, meeting prep, policy QA, and more • Identify manual or repetitive steps in our operational processes and replace them with well-scoped automations using Claude, MCP servers, Asana, SharePoint, and our HRIS/ATS • Document every workflow you build so anyone on the team can run it; treat the workflow library as a product you own and improve over time • INTERNAL COMMUNICATIONS & DOCUMENTATION • Draft clear, warm, on-brand internal communications — onboarding announcements, policy updates, all-hands prep, vendor comms, manager FAQs • Maintain ANNA's internal knowledge base so that policies, SOPs, and 'how do we do X' answers are easy to find and trust