• Design, build, and maintain AI-enabled tools, workflows, and internal automations that improve team efficiency and business outcomes. • Partner with cross-functional stakeholders to identify high-value AI enablement use cases across product development, operations, support, and internal business functions. • Develop integrations between AI services, internal systems, and third-party platforms using APIs, scripting, and automation frameworks. • Translate business problems into scalable technical solutions, including prompts, orchestration logic, data pipelines, and supporting applications. • Establish and follow best practices for responsible AI usage, including security, privacy, data handling, testing, monitoring, and documentation. • Evaluate emerging AI tools, models, and platforms and recommend practical solutions aligned with CivicPlus needs and architecture. • Collaborate with engineering and data teams to ensure reliable access to the data, services, and infrastructure needed to support AI-enabled solutions. • Create and maintain documentation, technical standards, and reusable patterns that support sustainable AI adoption across teams. • Troubleshoot and optimize existing AI automations and integrations to improve reliability, performance, cost-effectiveness, and user experience. • Provide technical guidance, training, and enablement support to internal teams adopting AI-powered tools and workflows. • Participate as a collaborative member of an Agile team and contribute to continuous improvement of engineering practices and delivery standards. • Perform other duties as assigned.

Role Description Smeetz is rebuilding Operations to run on AI agents and modern automation instead of headcount. We need a sharp operator with real business sense and an AI-native instinct to own the operational backbone — HR, providers, legal, vendors, contracts — rebuild it on AI-driven workflows, and use AI to create new operational capabilities. This role manages our existing Business Operations Associate and reports directly to the CEO. This is a delegation hire: leadership stops worrying about Operations once you're in the seat. We move fast and expect the same with precision without bureaucracy. Key Responsibilities - Own Operations: Run the operational backbone — HR and staff management, onboarding/offboarding, provider and vendor relationships, contracts and legal coordination, debtors payments, SaaS and internal tooling. - Automate Operations: Rebuild workflows on AI agents and modern automation, aiming for an Operations function that runs on systems, not on hours. - Lead the Business Operations Associate: Line-manage and develop the existing Business Operations Associate, coaching on AI-native ways of working. - New AI-Native Capabilities: Use AI to build new internal services and capabilities that wouldn't exist without it. - Collaborate with Accounting & Finance: Partner with the Senior Accounting & Controlling Manager to share AI tooling and automation patterns. - Adoption & Enablement: Make AI a habit by training teams on Claude skills, prompts, and workflows. Qualifications - 3+ years in operations, business operations, chief-of-staff, or similar generalist roles in a SaaS or scale-up environment. - Strong business acumen — understands how a company runs: people, vendors, contracts, cash, customers. - Hands-on experience building AI agents (Anthropic Claude or equivalent), prompt engineering, and modern automation platforms (n8n, Make, Zapier, Notion). - Comfortable with data and basic scripting to build and debug automations end-to-end (Python, JS, or SQL a plus, not required). - SQL competence (BigQuery a strong plus); experience integrating with SaaS APIs (HubSpot, Notion, Slack, billing systems). - Experience spanning HR, legal, providers, and finance operations — or the appetite to own all of them. - Full professional English. French, Spanish, or German a plus. - SaaS or scale-up experience a plus; finance or operations domain exposure a plus. Personal Attributes - Operator: Defaults to ownership. Things get done because you're in the seat. - Business-minded: Reads a P&L. Understands customers, providers, and people. Prioritises by impact, not effort. - AI-native: Lives inside Claude and agents. Sees AI as leverage, not a side project. - Coach: Develops the people around you. Makes the team faster and more AI-fluent. - Builder: Ships in days, not quarters. Prototypes and iterates fast. - Pragmatic: Picks the simplest tool that works. No over-engineering, no hype-chasing. - Independent: Self-directed, communicates outcomes not status updates. - Trustable: Leadership delegates Operations to you and stops worrying. Benefits - High-impact mandate from the CEO to automate the company, working alongside the Senior Accounting & Controlling Manager. - Performance-driven culture: successes recognised and rewarded with increased earning potential and expanded ownership responsibilities. - Modern tooling stack (QuickBooks, Notion, n8n, Anthropic Claude, etc.). - International exposure across CH, UK, FR, US, ES, etc.

• Production-grade AI-Agent-Plattform mit PydanticAI, LiteLLM, Langfuse RAG-Pipelines mit pgvector at scale (Multi-Tenant-Isolation, Index-Rebuild-Strategie, Hybrid Search) • Multi-Tenant Token-Quota-Service plus Eval-Frameworks pro Tenant • MCP (Model Context Protocol) Tool-Integration als First-Class-Citizen • Explainable Outputs, lückenlose Auditierbarkeit von Prompt bis Output für regulierte Branchen • Architektur-Entscheidungen, die im Bank-, Versicherungs- und Pharma-Kontext halten • Eval-driven, nicht Vibe-driven. Jeder Agent-Change geht durch eine Eval-Suite. • ADRs für jede relevante Architektur-Entscheidung, nicht im Slack-Thread vergraben

• Owns client-specific quality programs, performance metrics, and escalations while leading team development and cross-functional coordination. • Set client QA strategies (sampling design, audit methods, acceptance thresholds) and adapt to scope/volume changes. • Run root-cause analyses; drive CAPA plans with owners, timelines, and effectiveness checks. • Plan training & certification for raters/annotators and coordinators; track completion and impact. • Maintain dashboards (throughput, accuracy, productivity, cost) and convert insights into actions. • Manage client escalations; present options, trade-offs, and recovery paths. • Standardize SOPs, templates, and checklists; remove bottlenecks. • Pilot small automations (macros, templates, RPA/API handoffs) with Ops Tech; scale wins. • Coach P1s and C2–C3 on tools, workflows, and QA craft. • Ensure compliance/security across data handling and platform access.