Automation and Operations Specialist

About the Role
We’re looking for a proactive and technically minded Technical Virtual Assistant to work closely with me and assist with a mix of operational, administrative, and automation-related tasks.
This is a hands-on, varied role. You’ll help me manage day-to-day operational requests, maintain and troubleshoot existing automations, work across different SaaS platforms, investigate issues, and support smaller technical and operational projects as they come up.
Some tasks will be technical, while others may involve checking information, managing access, following up with team members, researching an issue, updating documentation, or handling straightforward requests independently.
What You’ll Be Doing
Maintain, update, and troubleshoot existing Zapier and n8n automations
Create new workflows and make improvements to existing ones
Investigate automation errors, failed workflows, data mismatches, and other operational issues
Work across tools such as HubSpot, Airtable, Slack, ClickUp, and other SaaS platforms
Check and manage user access, records, fields, and system configurations when needed
Test forms, automations, workflows, and internal tools before and after changes
Help investigate operational or technical questions and find the information needed to resolve them
Handle straightforward requests and communicate or follow up with team members when needed
Assist with small technical and operational projects
Create and update simple documentation and SOPs
Perform research and data checks when required
Identify things that aren’t working as expected and proactively flag or resolve them where possible
Help with other related operational and administrative tasks as needed
Requirements
Previous experience as a Virtual Assistant, Operations Assistant, Technical Assistant, or similar
Previous hands-on experience with Zapier, n8n, or similar automation tools
Comfortable working with and learning different SaaS platforms
Strong troubleshooting and problem-solving skills
Ability to understand an existing workflow or process and investigate issues independently
Excellent attention to detail, particularly when working with data, workflow logic, mappings, and system updates
English level B2 or higher, both written and spoken
Strong organizational skills and ability to manage multiple concurrent requests and prioritize effectively
Reliable, responsive, and comfortable taking ownership of assigned tasks
Proactive approach — able to notice potential issues or improvement opportunities rather than only following instructions
Comfortable asking questions when necessary while also being willing to investigate and try to find solutions independently
Availability with good overlap with U.S. business hours (approximately 9 AM–5 PM ET). Working hours can be flexible, but regular availability during this window is important.
Nice to Have
Experience with HubSpot, Airtable, Slack, or ClickUp
Basic understanding of APIs, webhooks, and JSON
Experience troubleshooting integrations between different platforms
Experience using AI tools such as ChatGPT or Claude for research, troubleshooting, or automation-related work
Experience creating or maintaining SOPs and internal documentation
Who Would Be a Great Fit
You don’t need to be an automation engineer for this role. We’re looking for someone with enough technical experience to understand how automations and SaaS tools work, combined with strong resourcefulness, curiosity, and a willingness to figure things out.
This role would be a great fit for someone who enjoys variety and is comfortable with tasks that aren’t always accompanied by a step-by-step SOP. Sometimes you’ll receive a clear task; other times, you may be given an expected outcome, an existing workflow, or a problem and asked to investigate what’s happening and determine the best way forward.
We’re looking for someone who is hands-on, cooperative, proactive, and comfortable digging into processes, asking good questions when needed, and taking responsibility for getting things done.