Operations Innovation Program Associate

AI2IO Inc.

Job Overview

Location

Remote

Job Type

Full-time

Full Job Description

📋 Description

• AI2IO Inc. is seeking a dynamic and detail-oriented Operations & Innovation Program Associate to join our fully remote team. This pivotal role is designed for an individual who thrives in a fast-paced environment, possesses a blend of operational discipline and creative flair, and is passionate about driving internal efficiency and fostering a culture of innovation. As an Operations & Innovation Program Associate, you will be instrumental in supporting the day-to-day internal operations of the company, encompassing light accounting, marketing administration, and crucial Business Central employee timecard administration. Simultaneously, you will take ownership of the operational execution and compelling storytelling of our groundbreaking Innovation Program, ensuring its smooth functioning and widespread engagement.
• This position offers a unique opportunity to bridge the gap between meticulous process management and impactful program delivery. You will be responsible for overseeing and streamlining various operational workflows, ensuring accuracy, compliance, and efficiency. Your role will involve tracking progress, managing approvals, and optimizing existing processes. Beyond the operational aspects, you will be a key facilitator and presenter for our Innovation Program. This includes running innovation meetings, maintaining the program's organization, and delivering engaging monthly updates that captivate leadership and teams, fostering excitement and ensuring alignment across the organization.
• You will become an integral part of a positive, transparent, and highly collaborative team culture. We value open communication and a strong spirit of teamwork, and we will look to you to not only uphold these values but also to actively contribute to strengthening our work environment. Your proactive approach and collaborative spirit will be essential in maintaining the cohesive and productive atmosphere that defines AI2IO.
• **Key Responsibilities and Operational Functions:**
• **Business Central Administration (Employees & Timecards):** You will provide essential support for employee setup and maintenance tasks within Microsoft Dynamics 365 Business Central. This includes coordinating access, managing resource employee records, and performing basic data upkeep as assigned. A significant part of your role will involve administering the timecard and timesheet processes. You will diligently monitor submission statuses, proactively follow up on missing or late timecards, and offer support to employees encountering basic questions or issues. Ensuring that time is accurately coded to the correct projects and engagements will be critical, with a requirement to escalate any discrepancies or issues promptly. You will also be responsible for producing simple reporting exports as needed for leadership and finance teams, and for maintaining clear, comprehensive documentation and step-by-step guides for common timecard workflows.
• **Accounting Support:** You will assist with routine accounting operations, contributing to the smooth functioning of our finance department. This includes organizing financial documents, performing basic data entry, collecting invoice backup documentation, and routing invoices for appropriate approvals. Maintaining clean and organized financial records and responding swiftly to requests from the finance administration team will be paramount.
• **Marketing Support:** You will provide support for simple marketing operations, ensuring our marketing efforts are well-coordinated and executed. This involves maintaining various marketing lists, coordinating recurring marketing activities, keeping marketing trackers up-to-date, and supporting basic content logistics. Your contributions will include compiling inputs from various stakeholders, assisting with formatting, and providing support for content scheduling.
• **Innovation Program Operations (Program Owner):** This is a core focus of the role. You will be responsible for maintaining and continuously improving the idea intake and scoring workflow, ensuring it is user-friendly and effective. You will schedule, run, and meticulously document Innovation meetings, including maintaining agendas, capturing key decisions, and tracking action items. Keeping the 'menu' of ideas and Proofs of Concept (POCs) stocked and prioritized, ready for review, will be a key task. You will also be tasked with revitalizing and maintaining the 'bounty board' to ensure it remains active, current, and highly visible to all employees.
• **Awards Administration:** You will administer award workflows from end-to-end. This includes triggering automated award emails to HR for approval, and upon approval, triggering automated award emails to Payroll for payout processing. You will meticulously track award statuses, maintain a comprehensive audit trail, and follow up diligently to ensure completion. A significant project will be to help design and implement a single application with automated workflows to manage the full lifecycle of the Innovation Program, from intake and scoring to review, bounty POCs, and awards.
• **Presenting & Program Storytelling:** A vital aspect of this role is communicating the impact and progress of the Innovation Program. You will prepare and deliver a compelling monthly Innovation update to a broad audience, including leadership and staff. This involves creating engaging narratives from program data, highlighting wins, sharing lessons learned, showcasing pipeline progress, and outlining future plans. You will facilitate live discussions with confidence, maintaining high energy, engaging the audience, and clearly landing key messages. Your ability to translate data into an exciting and understandable story will be crucial for driving continued engagement and support for the program.
• This role demands a proactive individual with exceptional organizational skills, a keen eye for detail, and a passion for process improvement and innovation. If you are looking to make a tangible impact in a growing company and contribute to a vibrant, forward-thinking culture, this is the opportunity for you.

🎯 Requirements

• Minimum of 2 years of experience in an operations, administration, or program support role, or equivalent demonstrated experience.
• Demonstrated comfort and proficiency with timecard administration and managing recurring operational workflows.
• Strong proficiency in Microsoft 365 suite, including Teams, Outlook, Excel, and SharePoint.
• Proven ability to create and deliver engaging presentations using PowerPoint and speak confidently to groups.
• Excellent operations execution skills, characterized by strong follow-through, meticulous detail orientation, and reliable cadence management.
• Exceptional communication and facilitation skills, including clear written updates, concise meeting notes, and effective stakeholder follow-up.
• Confident and charismatic presentation presence, capable of holding attention and making updates feel exciting and impactful.
• A natural process improvement mindset, with a tendency to seek opportunities for simplification, automation, and standardization.
• Experience with Microsoft Dynamics 365 Business Central, particularly with time sheets, resources, and project modules, is highly desirable.
• Familiarity with workflow automation tools such as Power Automate and Power Apps, or similar platforms, is a plus.
• Prior experience running internal programs, such as innovation initiatives, continuous improvement efforts, or awards and recognition programs, is beneficial.

🏖️ Benefits

• Choice of comprehensive medical plans, including two PPO-style plans and a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA) option.
• Flexible Spending Accounts (FSA) for healthcare and dependent care expenses.
• Dental and vision plans to cover your and your family's oral and vision health.
• Comprehensive medical, dental, and vision benefits extended to spouses, domestic partners, and dependent children up to age 26.
• 401k retirement savings plan with a company match and a self-directed brokerage account option for investment flexibility.
• Generous Paid Time Off (PTO) policy, including additional paid time off during the last week of the year.
• Company-paid life insurance coverage for employees and their eligible dependents.
• Short-term and long-term disability coverage, as well as Accidental Death & Dismemberment (AD&D) coverage.
• Opportunities for professional development, including tuition reimbursement and assistance with professional licensing.
• Paid parental leave after one year of employment.

Skills & Technologies

Junior

Remote

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AI2IO Inc.

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About AI2IO Inc.

AI2IO Inc. is a technology company focused on developing and deploying artificial intelligence solutions. Their core business revolves around creating AI-powered tools and platforms designed to enhance efficiency and decision-making across various industries. They specialize in areas such as machine learning, natural language processing, and computer vision, offering services that range from custom AI development to integrating AI into existing business processes. AI2IO aims to help businesses leverage the power of AI to solve complex problems, optimize operations, and gain a competitive edge in the rapidly evolving digital landscape.

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