Rubix Agency Operations Lead Remote · Full time Company website

Apply for Operations Lead

Rubix is a strategic growth consultancy built for ambitious brands and the entrepreneurs behind them. From seed-stage disruptors to category leaders, we partner with high-growth companies that value smart thinking, rapid iteration, and measurable results. Our multidisciplinary team—equal parts performance marketers, data scientists, creatives, and operators—architects full-funnel growth programs that fuse Paid Media, Performance PR, data-driven Performance Creative, and advanced analytics into one cohesive engine. Whether we’re shaping go-to-market strategy, producing scroll-stopping ads, or sharpening attribution models, everything we do is grounded in rigorous insight and executed with an owner’s mindset.

About the Role

Rubix is hiring an Operations Lead to run our internal operating system so priorities become projects, projects move quickly, and nothing important gets dropped.

You will work directly with the Founder. This is not a finance role. It is not client service. It is not passive admin.

This is an internal execution role focused on leverage, systems, accountability, hiring coordination, documentation, and follow-through.

The right person is highly organized, responsive, detail-oriented, and comfortable turning loose priorities into clear tasks with owners, deadlines, and visible status.

What Success Looks Like After 90 Days

• Every leadership priority has an owner, deadline, and visible status in ClickUp
• A weekly leadership dashboard is delivered every Monday without reminders
• Hiring pipelines are organized and moving quickly
• Internal projects are tracked clearly and consistently
• Recurring workflows are documented
• The Founder has materially more bandwidth
• Fewer balls get dropped

Core Responsibilities

Own ClickUp and Internal Project Management

You will own how internal work is tracked. This includes building workflows, templates, dashboards, recurring tasks, and project boards.

You will convert meetings and priorities into tasks with owners and due dates, chase updates, surface risks early, and keep projects moving.

Run the Team’s Operating Rhythm

You will help manage the weekly internal status process, collect updates from team leads, push for decisions, and escalate missed deadlines or blockers quickly.

You are not everyone’s manager. You are the person making sure commitments stay visible and real.

Coordinate Hiring and Onboarding

You will manage candidate pipelines, keep scorecards and trackers updated, schedule interviews quickly, and help ensure new hires have access, context, and clear expectations on day one.

Document and Simplify

You will build SOPs for recurring work, organize Google Drive, clean up broken workflows, and recommend AI-enabled improvements where they actually save time.

Coordinate Internal Vendors and Contractors

You will help keep internal vendors and contractors organized, accountable, and on track.

How We Work

• If it is not written down, it did not happen
• Deadlines are required
• Silence creates problems
• Updates should be proactive
• Details matter
• Bring recommendations, not just problems
• Follow-through is the job

Ideal Background

• 3–8 years in operations, project management, business operations, executive support, chief-of-staff-style work, or agency operations.
• Experience in a founder-led company, agency, consultancy, or fast-moving remote business preferred
• Strong experience with ClickUp, Asana, Monday, Notion, or similar project management tools
• Excellent written communication
• Comfortable working remotely with high responsiveness during working hours
• Experience coordinating hiring or onboarding is a plus
• Experience creating SOPs and improving workflows is a plus

Traits That Win Here

• You think in systems, not just tasks
• You close loops
• You write things down
• You follow up without being asked
• You are comfortable chasing details
• You raise issues early
• You can respectfully push busy people
• You manage your own time and commitments
• You build trust through consistency

Non-Negotiables

• Strong attention to detail
• High responsiveness during working hours
• Clear written communication
• Comfort working remotely
• Deadlines on everything
• Strong follow-through
• No dropped balls
• Ability to manage confidential information professionally

KPIs for the First 90 Days

• 95%+ of internal priority tasks tracked with owner, deadline, and status
• Weekly leadership dashboard delivered every Monday
• ClickUp adoption improved across the leadership team
• Hiring pipeline visible and updated weekly
• 10+ recurring workflows documented
• Zero missed scheduling or candidate follow-up items

Compensation

$2,500–$3,500/month USD, depending on experience.

To Apply

Please submit your resume and a brief note explaining why this role fits your experience.

Bonus: include an example of a system, tracker, dashboard, SOP, or workflow you have built or managed.