Weekend T3 Jobs (NOW HIRING)

Operations Manager

Organization: T3 Advisory

Location: Remote (U.S.-based, Eastern Time zone availability required; minimal travel)

Preferred Start Date: Flexible; hiring the right person is the priority

Compensation

• Annual Salary: $95,000 to $100,000, commensurate with experience
• 15% annual bonus potential (determined based on individual and company performance)
• Monthly Health Insurance Reimbursement (QSEHRA): $500/month
• 20 days of paid time off and 11 company holidays
• Professional development and training opportunities

Work Hours and Expectations

This is a full-time, exempt position with a 40-hour workweek. The schedule is flexible, but the expectation is that the Operations Coordinator will be available for meetings and collaborative work during business hours (East Coast time). Some evening or weekend work may occasionally be needed to meet operational deadlines (for example, closing a billing cycle or supporting a new project launch).

This is a 100% internal operations role. It is not a billable client-delivery role.

Note: Because T3 Advisory is a project-funded consulting firm, the ongoing nature of this position is contingent on continued firm growth and business needs.

About T3 Advisory

At T3 Advisory, we believe in the power of sustainable, affordable, and practical change. Our mission is to guide higher education organizations through the trees, helping them stay focused on the big picture while addressing the critical details that lead to success and equitable outcomes.

We understand that higher education institutions are navigating a complex and dynamic landscape. With hands-on experience and deep expertise in change management, data, and technology, we provide customized, co-designed strategies that drive real-world impact. As passionate advocates for AI literacy and equitable design, we leverage the latest innovations to create inclusive solutions for all stakeholders.

About the Role

We're seeking a highly organized, systems-minded Operations Coordinator to own the day-to-day execution of T3 Advisory's administrative, finance, content, and internal operations work. This is the role that keeps the firm running smoothly: invoices go out on time, contractors get paid, new client engagements kick off cleanly, LinkedIn and HubSpot content goes live on schedule, SOPs stay current, and tool and folder sprawl stays under control.

T3 runs on Claude, Notion and Asana. We use Claude Projects and custom Skills to draft SOPs, briefs, emails, and internal documentation. Notion and Asana are our pipeline, project, and knowledge systems. You'll be spending significant time in each, and the right candidate is someone who is genuinely energized by these tools: you have worked on projects in Asana, built systems in Notion, you have used Claude (or comparable LLMs) as a daily tool, and you see tool fluency as a core part of doing the job well, not as a nice-to-have.

On any given week, you might be preparing payroll, kicking off a new client engagement (setting up the Notion project space, scheduling discovery calls, coordinating stakeholder lists), routing a SOW through DocuSign, executing a HubSpot email campaign drafted by our team, updating the employee handbook, or building out a new SOP with Claude's help.

This is an operations role, not a consulting or policy role. You'll support higher education consulting work from behind the scenes, not lead or deliver it. The right candidate is energized by well-run systems, clean documentation, and the satisfaction of removing friction for a small, fast-moving team.

Supervision and Support

The Operations Manager reports to T3's Founder and Principal, with day-to-day management and onboarding provided by T3's Senior Operations Advisor during the first year. You'll work collaboratively with T3's directors, program manager, subcontractors, and external finance, tax, and IT partners. You'll be part of a dynamic and supportive team environment that values initiative, reflection, and continuous learning.

Key Responsibilities

Finance and Billing Operations (30%)

• Prepare bi-weekly payroll for approval; confirm inputs and coordinate timing
• Administer QSEHRA reimbursements: intake, documentation, processing
• Collect and track W-9s for contractors and vendors
• Route vendor and contractor payments; document and confirm receipt
• Process employee reimbursements: review, document, submit, track
• Generate and send monthly client invoices; track receivables; follow up on overdue invoices; maintain billing status log
• Monitor Harvest billable hours weekly; flag timesheet variances and hygiene issues
• Support QuickBooks Online upkeep in coordination with T3's fractional CFO

Client Intakes and Light Project Management (20%)

• Own the operational intake for new client engagements: kickoff logistics, project setup kit, access provisioning, scheduling first meetings, stakeholder contact lists
• Build project startup kits: SharePoint folder structures, Notion project spaces and database connections, Harvest project setup, kickoff materials
• Coordinate light project management across active engagements: deliverable deadline tracking, reminders, risk surfacing to project leads, keeping Notion project spaces current
• Route client questions to the right T3 team member and maintain engagement status in Notion

Content Operations and Systems Administration (25%)

• Administer LinkedIn content operations for T3 Advisory and Audrey's founder account: scheduling, posting, tagging, asset filing, engagement monitoring, monthly reporting
• Administer HubSpot: execute email campaigns built from team drafts, maintain list hygiene and segmentation, route form leads, maintain dashboards and light reporting
• Support T3's website content maintenance: testimonials, logos, bios, contractor pages
• Execute content plans drafted by Audrey and the directors; does not own content strategy or original copy
• Use T3's Claude projects and custom skills to maintain voice consistency and streamline content workflows
• Administer Zoom settings, user management, recordings, permissions, and integrations
• Serve as primary point of contact for T3's external IT vendor (EKG): triage issues, track tickets, confirm resolution
• Manage new hire account setup, permissions, and access provisioning; handle offboarding access removal
• Maintain the software and services renewal calendar; surface upcoming renewals for leadership review and decision

Documentation, Meeting Operations, and Team Enablement (25%)

• Route SOWs and contracts (drafted by Audrey) through DocuSign; track completion; file executed documents in the correct locations
• Draft and Maintain the SOP library: version, publish, archive SOPs drafted in collaboration with Audrey and the team, including AI-assisted drafting workflows
• Maintain and publish the T3 Advisory employee handbook on an internal cadence
• Organize T3's internal Notion structure, views, templates, and navigation
• Coordinate complex scheduling across multiple stakeholders for internal and client meetings
• Support T3's internal meeting cadence: weekly check-ins, monthly ops and pipeline meetings, team retreats; draft agendas with team input; capture and distribute follow-ups
• Provide onboarding tutorials and 1:1 support as team members adopt T3's tools and systems
• Develop lightweight training materials: quick guides, checklists, internal how-to notes

What Success Looks Like (6 to 12 Months In)

• Invoices go out on time every month, and you can answer 'where are we on AR' without scrambling
• Client intakes and new engagement kickoffs happen on schedule, with the right people briefed and the right systems set up before the first meeting
• Onboarding and offboarding happen smoothly across tools and folders, with minimal founder or manager time required
• The SOP library and employee handbook are current, versioned, and easy for the team to find and use
• LinkedIn and HubSpot content goes live on schedule, with clean lists and usable reporting, and without senior team members chasing execution
• Team members know exactly who to go to for what, and operational questions stop landing in the founder's inbox
• Contractor agreements, SOWs, and vendor documents move through the e-signature and filing workflow without drift
• Harvest timesheets are clean, variances are flagged proactively, and monthly billing cycles close on time
• You have extended T3's use of Claude and Notion: new SOPs built, new Notion views configured, new automations or templates that the team actually uses
• Your first drafts of agendas, templates, and internal communications feel on-brand for T3 and need light editing, not rewriting

Qualifications

Required

• 3+ years of administrative, operations, or office management experience at a small business, consulting firm, or professional services organization
• Demonstrated fluency with Claude (or a comparable LLM) as a daily work tool. You have used Claude Projects, custom Skills, or similar structured workflows to draft, edit, synthesize, or automate recurring work. You are the person on your team who figures out how to make new tools useful.
• Notion power-user experience. You have built and maintained databases, views, templates, and linked workspaces. You treat Notion as a working system, not a document repository.
• Experience coordinating client-facing logistics and light project management (intake, kickoffs, milestone tracking, stakeholder coordination) for a service business, consultancy, or product team
• Demonstrated fluency with finance operations: invoicing, accounts receivable tracking, payroll coordination, expense processing
• Experience administering business software tools (e.g., QuickBooks, Zoom, DocuSign, HubSpot, project management platforms)
• Strong writing and documentation skills; comfortable drafting and maintaining clear internal guides and SOPs
• Excellent organizational skills and attention to detail; able to manage multiple cycles (weekly, monthly, quarterly) without dropping threads
• Reliable internet access and ability to work full-time during Eastern Time zone business hours

Preferred

• Experience at a remote-first small firm, consultancy, or startup (5 to 25 person team)
• Familiarity with Harvest, SharePoint/OneDrive
• Experience building or rebuilding operational documentation from scratch
• Experience with AI-assisted content operations: using LLMs to execute content workflows against brand voice guidelines, style guides, or structured prompts
• Experience coordinating with external IT or finance vendors
• Familiarity with higher education, philanthropy, or the nonprofit sector

Additional Requirements

• Reliable internet access
• Minimal travel (less than 5%); occasional team retreats or offsites

How to Apply

Please submit:

• Your resume or CV
• A brief cover letter
• Written responses to the screening questions below

Applications are reviewed on a rolling basis. Please apply by May 20th for priority consideration.

AI Policy:
While setting up productive AI workflows is a skillset in this position, our focus is to understand your independent reasoning skills. If you do choose to use AI for any component of your response, please submit the relevant AI conversation log(s) as well. AI usage includes the use of large language models (LLMs) for ideation, creation (written or analytical), or refinement of your response. The primary purpose of the conversation log is for us to understand how you seek AI assistance and for which tasks.

Equal Opportunity

T3 Advisory is an equal opportunity employer. We are committed to building a team that reflects the institutions and communities we serve. We strongly encourage applications from candidates of all backgrounds, including those who have been historically underrepresented in higher education consulting.

Note: Please submit all files (resume and cover letter, and if used, AI conversation logs) as a single PDF file. Please email with any questions.