Operations Associate at Rockstar

Rockstar is recruiting for a small, fast-moving AI company that helps mid-market companies turn AI investment into measurable business results by focusing on adoption and behavior change, not just technology. They work with companies where AI transformation is a CEO-level priority and stay involved through the full journey. This role is close to every part of the company, offering rapid learning and room to grow.

Why This Role Exists

The company is small and fast-moving, which means there is a lot to keep track of: client sessions need to get scheduled, new hires need to be ready for day one, contracts need to match what they actually deliver, vendors and systems need to work, and new requests come up every day.

They are hiring an Operations Associate to make sure that all gets done.

The Operations Associate will be the person keeping the details straight, following things through, and making sure the operational side of the company works the way it should. When someone hands them something, they trust that it will get done.

What You’ll Do

• Keep client delivery organized. Schedule and reschedule client sessions across several calendars. Make sure virtual sessions are set up correctly before they start, including breakout rooms, co-hosts, and recording. Maintain the master delivery schedule so the team always knows who is delivering what and when. Make sure the team has access to client systems before sessions and coordinate with client IT when needed.
• Track what the company owes clients. Keep track of what each client purchased and what has been delivered against it. Catch gaps before they become problems. Keep the client-facing platform up to date as engagements progress, including participant reminders. Monitor client support email and route questions to the right person when unable to answer them directly.
• Keep the team organized. Prepare the agenda for the weekly delivery meeting, take notes, and track follow-ups. Help with all-hands meetings and company culture activities. Manage logistics for the annual offsite.
• Handle day-to-day people operations. Make sure new hires have the accounts, systems, and information they need before their first day. Prepare offer letters, contractor agreements, and NDAs and make sure completed paperwork comes back. Handle offboarding and remove access across systems. Help employees with benefits questions and coordinate with the broker when needed. Support annual open enrollment.
• Support recruiting. Coordinate interviews, follow up with candidates, and keep the process moving. Keep the applicant tracking system accurate and up to date. Respond to inbound candidates and close the loop with people who are no longer moving forward. Depending on experience and interest, the Operations Associate may also take on candidate screens and first-round interviews.
• Manage systems and vendors. Administer tools including Google Workspace, video conferencing, meeting recording, password management, and AI software licenses. Manage shared drive access and organization, review software subscriptions, handle business license renewals, and deal with physical mail.
• Manage the central inbox. Read what comes in, answer what can be answered, get the rest to the right person, and make sure nothing gets lost.
• Take on the things that don’t have an obvious owner. There will always be projects and requests that don’t fit neatly into one of the categories above. Part of this job is figuring those out and getting them across the finish line.

What the Company Is Looking For

The ideal candidate probably has 1 to 3 years of experience in operations, people operations, executive support, business administration, or a similar role. Experience at a company with fewer than 100 people is a plus, especially if they’ve had to manage a wide range of responsibilities at once.

• Exceptional attention to detail. This is the most important requirement for the role. The candidate notices when a date is wrong, a number doesn’t add up, or someone’s name is misspelled in a contract. They read the whole thing, not just the part they were asked about.
• Good judgment. The candidate won’t always have complete information. The company would rather they ask a question than make a bad assumption, and would rather hear about a problem early than after it has become a bigger one.
• Strong follow-through. The candidate doesn’t need someone reminding them what is still open. They keep track of what they owe other people, what others owe them, and what still needs to happen.
• Comfort with technology. The candidate picks up new systems quickly and is comfortable using AI as part of their own work. The company is an AI company, so they expect everyone there to use it.
• Clear written communication. A lot of this role happens through email, documentation, and written coordination. The candidate should be able to communicate clearly and directly.

The company cares much more about what the candidate has actually done than what their title has been. They might come from operations, HR, executive assistance, recruiting coordination, project coordination, or something else entirely.

Logistics

• Full-time, Indianapolis area (hybrid)
• Reports to the Head of Business Operations
• $65,000 – $75,000 per year salary, depending on experience
• Premium medical, vision, and dental insurance coverage

Why Join the Company

The company helps mid-market companies turn AI investment into measurable business results by focusing on adoption and behavior change, not just technology. They work with companies where AI transformation is a CEO-level priority and stay involved through the full journey.

This role is close to every part of the company. The Operations Associate will learn how the business works quickly, and there is plenty of room for the role to grow as the company does.

Equal Opportunity Statement

The company is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender, age, race, religion, or any other classification protected by applicable law.