Operations & Systems Manager

WaitWhat is creating the most valuable independent portfolio of premium content IP that elevates human potential in the workplace. Our media properties—downloaded more than 130 million times—have defined new genres in business (Masters of Scale with Reid Hoffman, Rapid Response with Bob Safian) and technology (Pioneers of AI with Rana el Kaliouby). 

We share hard-won wisdom from today’s most iconic figures to emerging innovators, sparking curiosity and helping people reach their highest potential. WaitWhat’s approach to content is unique in the industry, with a passion for pioneering new business models and forging inventive partnerships that extend our impact.

About The Role

WaitWhat is seeking a proactive and detail-oriented Operations and Systems Manager to oversee the financial operations and technical systems that support our world-class content production. This role sits at the intersection of finance, production, and technology—driving clarity, accountability, and efficiency across teams. From managing budgets and vendors to maintaining our tech stack, you’ll be a linchpin in our operational success. If you thrive in fast-paced environments, love solving systems challenges, and have a strong mix of financial and IT know-how, we’d love to hear from you.

Responsibilities

• Partner with CFO and COO on budgeting, forecasting, and financial planning
• Manage accounts payable/receivable, vendor invoicing, expense tracking, and reconciliations
• Maintain and monitor company credit cards, bank accounts, and financial records
• Track contract compliance and ensure alignment between agreements and payments
• Support investor and board reporting with clear, accurate data

• Negotiate and manage vendor contracts across software, shipping, and production services
• Oversee company-wide purchasing of equipment and supplies (e.g., Amazon, Apple)
• Ensure vendors meet compliance and service expectations

• Lead implementation and maintenance of 25+ platforms (e.g., Hubspot, ClickUp, 1Password, Riverside)
• Develop automated workflows and tool integrations (e.g., via Zapier)
• Oversee digital security, access control, and password management (Google Admin, 1Password)
• Manage software billing, user permissions, and contract renewals

• Manage IT assets including laptops, warranties, and equipment lifecycle
• Participate in new hire onboarding for software, access, and systems

• Bachelor’s degree and 5+ years of experience in operations, finance, production management, or a related field—ideally in a high-growth media, tech, or creative environment
• Strong grasp of budgeting, financial reporting, and vendor/contract management
• Experience managing accounts payable/receivable and overseeing business systems like Ramp, QuickBooks Online, or similar
• Comfortable working across a variety of SaaS tools and platforms, with a passion for streamlining systems and building efficiencies
• Proficiency with project management and automation tools (e.g., ClickUp, Zapier, Hubspot)
• Familiarity with IT asset management, digital security best practices, and onboarding processes
• Strong communication and organizational skills, with the ability to balance multiple workstreams and deadlines
• A collaborative, solutions-oriented mindset with a proactive approach to problem-solving
• Experience supporting content production or live events is a plus
• Bonus: Exposure to board/investor reporting or finance operations in a startup setting

The final compensation for this position will depend on various factors, including the candidate's experience, skills, qualifications, and geographical location, as well as internal equity and market considerations. Please note that salary ranges are periodically reviewed and may be adjusted based on evolving business needs or changes in market conditions.

We are a fully distributed team working across the US, with a concentration of colleagues that gather regularly in LA and NYC. We are open to hiring anywhere in the US. We offer wellness benefits, including Medical, Dental, and Vision Insurance, disability and life Insurance, and a flexible PTO policy among other perks. We’re an anti-racist organization, committed to equity and diversity of all kinds — on our team, among our investors, and as represented on our media properties. Kindness and honesty are hallmarks of our culture and critical filters in our hiring process.

PLEASE INCLUDE A THOUGHTFUL COVER LETTER WITH YOUR APPLICATION.