Description & RequirementsThe Opportunity
The XO AI team is moving fast, building, partnering, and driving adoption of AI across XO. Speed at this scale only works when the operational foundation underneath it is solid: clean finances, sharp processes, smooth logistics, and reliable access to the tools the team depends on.
As Operations and Process Lead, you are the person who makes the team run. When something needs to get done, tracked, paid, scheduled, or sorted, it comes to you, and it gets handled.
This role reports to the Director of AI Change and Adoption and works closely with every member of the XO AI team.
Responsibilities- Own the financial operations of the XO AI team end-to-end, managing purchase orders, vendor billing, invoice tracking, and budget hygiene, partnering with Finance to keep the team's spend accurate, on time, and audit-ready.
- Design, document, and continuously improve the team's internal processes, turning ad-hoc ways of working into repeatable systems as the team scales.
- Manage the team's external application licenses and access, tracking what we have, who has it, what it costs, and when it renews, and serve as the operational owner for procurement and renewal cycles.
- Run the operating rhythm of the team: leadership meetings, team meetings, offsites, and reviews, owning agendas, logistics, follow-ups, and the small details that make these forums actually useful.
- Act as the operational front door for the XO AI team, fielding requests, unblocking logistics, and making sure the right things land with the right people.
- Partner with the Director of AI Change and Adoption and the Senior Technical Program Manager on team planning, headcount tracking, onboarding logistics, vendor and contractor management, so the team operates with clarity and consistency.
- Identify operational friction before it becomes a problem and propose practical solutions, bringing structure without bureaucracy.
Required qualifications- 5+ years of operations, business operations, or chief-of-staff-style experience supporting a leader or team in a fast-moving organization.
- Demonstrated ownership of financial operations, POs, invoicing, vendor management, budget tracking, and comfort partnering with Finance counterparts.
- Track record of building and improving team processes that people actually use, not just documenting them.
- Strong organizational and project management instincts, many threads moving at once, none dropped.
- Experience managing software licenses, tooling access, and vendor relationships at a team or department level.
- Excellent written communication and an eye for clear, useful documentation.
- High judgement on what matters and what doesn't, knowing when to escalate, when to absorb, and when to push back.
- Bachelor's degree in a relevant field or equivalent practical experience.
Pay Transparency - North AmericaCOMPENSATION AND BENEFITS The ranges listed below are what EA in good faith expects to pay applicants for this role in these locations at the time of this posting. If you reside in a different location, a recruiter will advise on the applicable range and benefits. Pay offered will be determined based on a number of relevant business and candidate factors (e.g. education, qualifications, certifications, experience, skills, geographic location, or business needs).
PAY RANGES* British Columbia (depending on location e.g. Vancouver vs. Victoria) *$92,900 - $129,200 CAD
Pay is just one part of the overall compensation at EA.
For Canada, we offer a package of benefits including vacation (3 weeks per year to start), 10 days per year of sick time, paid top-up to EI/QPIP benefits up to 100% of base salary when you welcome a new child (12 weeks for maternity, and 4 weeks for parental/adoption leave), extended health/dental/vision coverage, life insurance, disability insurance, retirement plan to regular full-time employees. Certain roles may also be eligible for bonus and equity.
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