Operations and Data Associate

Job description

The Operations & Data Associate will serve as an operational and data backbone for East40’s Shared Resources Team, supporting both portfolio companies and strategic partnerships. The role will have a primary focus on a strategic partnership with a leading US venture capital firm, while also supporting stakeholders across the Shared Resources team and central organization. Responsibilities include managing data systems, developing dashboards and insights, optimizing workflows, and driving process excellence across operating entities and partnerships. The successful candidate will maintain data integrity across operational tracking systems, manage workflows and documentation, generate analysis and reporting, and coordinate day-to-day operations for the Shared Services Team. This is a hands-on role suited to a technology-savvy professional with strong attention to detail and the ability to translate complex activities into structured data, repeatable processes, and actionable insights. Operations, Data Analytics, and Systems Maintain and administer core data systems for the Shared Resources Team, including CRM (HubSpot), Notion databases, deal-tracking tools, and talent pipelines. Ensure accuracy, completeness, and integrity of data across all tracking systems (portfolio companies, contacts, deals, candidates, meeting notes, and action items). Build and maintain dashboards, reports, market intelligence views, relationship maps, and operational KPIs. Produce regular reporting on partnership performance, deal flow, talent placements, and key strategic milestones. Workflow & Process Optimization Design and implement workflows for shared services operations (e.g., deal intake, portfolio company onboarding, talent sourcing, event and visit management, follow-up tracking). Support emerging initiatives such as AI agent design/monitoring and process automation across the organization. Coordinate between the strategic partner and East40’s Shared Services Team (operations, administration) to ensure smooth, timely execution. Implement solutions and tracking mechanisms for partnership activities, including portfolio company meetings, regional visits, and strategic events. Track and manage action items, deliverables, and deadlines across partnership workstreams. Systems Administration & Tools Management Act as a power user for core tools: Notion, HubSpot CRM, Airtable, Google Workspace, and project management platforms. Implement lightweight automations to reduce manual work and enhance data flows between systems. Evaluate and recommend new tools or enhancements to improve operational and partnership efficiency. Support Shared Services–wide initiatives in data management, process standardization, and operational best practices. Contribute to the development and maintenance of shared templates, databases, and operational playbooks. Experience 5–7 years of experience in operations, business operations, PMO, data management, or a related field. Experience in family offices, investment firms, professional services, or high-growth environments is preferred. Exposure to multi-entity structures, shared services models, or complex stakeholder environments is advantageous. Bachelor’s degree in Business, Economics, Engineering, Computer Science, Data/Information Systems, or a related field. Certifications in project management, data analysis, or business operations are a plus (e.g., PMP, CAPM, analytics certificates). Strong proficiency with productivity and collaboration tools: Google Workspace, Notion, Airtable, and project management platforms. Experience with CRM systems (preferably HubSpot) and basic familiarity with APIs or integrations is an advantage. Comfortable working with spreadsheets, data models, and visualization tools (e.g., Sheets/Excel, Power BI, or similar). Familiarity with AI tools and workflow automation (e.g., ChatGPT, Zapier, Make, or equivalent) is a plus. Organizational excellence: Ability to manage multiple workstreams and deadlines with precision and attention to detail across various entities and stakeholders. Analytical and problem-solving skills: Ability to interpret data, identify patterns, and propose practical, scalable solutions. Communication: Strong written and verbal communication skills in English; Arabic proficiency is a plus. Adaptability: Comfortable operating in a dynamic environment with shifting priorities and urgent demands. Stakeholder management: Ability to collaborate effectively with senior leaders, external partners, and cross-functional teams. Personal attributes Proactive and anticipatory mindset, with a strong sense of ownership. Resourceful and solution-oriented, able to work independently while knowing when to seek input. Professional maturity, discretion, and sound judgment in handling sensitive information. Collaborative spirit and low-ego attitude, with a willingness to “roll up sleeves” on both strategic and operational tasks. Commitment to continuous learning and staying current on best practices in operations, data, and tools. Alignment with our values: Meritocracy, Ethics, Responsibility, Collaboration, and Impact. East40 is looking for Operations & Data Associate Department: Central Org / Shared Resources Team About us We are a private, institutional family office committed to preserving and compounding capital over a multi-generational horizon. Our work encompasses constructing a multi-asset global investment portfolio, fostering cross-border partnerships, and contributing to the family’s legacy, philanthropic goals, and the Kingdom of Saudi Arabia's development.