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Briefing Systems Specialist

Role Title: Briefing Systems Specialist

Attention: Do not apply through Indeed or you won’t receive a response.

Apply through this Job Application Form: https://forms.clickup.com/9011117614/f/8chnfhe-7811/L2W1VK9RWWZQ3RFKR0

The Ideal Candidate

We’re looking for a driven professional with uncompromising integrity—someone who values free market capitalism, is their own toughest critic, and has a knack for problem-solving and value creation.

This role is not for the faint of heart. You’ll collaborate closely with our co-founder, who embraces first-principles thinking, iterates relentlessly, and holds himself and those around him to ever-increasing standards. If you prioritize work-life balance, boundaries, a “good enough” mindset or can’t resonate with a pro-business mentality, our projects won’t be the right fit for you.

You should find energy—not exhaustion—in fast-paced feedback loops, an iterative process, and the pursuit of better. A sharp eye for detail, personal accountability, and a hunger for continuous improvement are essential. If you’re dependable, adaptable, proactive, motivated, and energized by an entrepreneurial startup work environment, we want to hear from you!

Summary of the Role

The Briefing Systems Specialist / Project Manager is primarily responsible for the optimization, finalization and documentation of our Briefing Management System (BMS) so every ad-hoc task or project brief is complete, unambiguous, and actionable. Working in ClickUp and leveraging AI assistants, you’ll capture, organize, and synthesize information flowing among Key Internal Stakeholders (KIS), Project Managers (PMs), Internal Collaborators (ICs), and External

Collaborators/Stakeholders (ECS). The sharpened BMS will serve as a dependable “second brain,” crystallizing objectives, aligning expectations, defining deliverables, solidifying deadlines — so nothing slips through the cracks and accountability is cemented.

You will collaborate and iterate closely with the KIS to define deliverables, set timelines, and ensure the Briefing Management System aligns with company goals. Collaboration will typically take place over Slack and Zoom video meetings with cameras on and occasional screen sharing when needed.

Once the goals are set, you will take ownership of executing the work and will be responsible for delivering results within the agreed-upon parameters and timelines. Knowledge transfer, transparency, and timely communication with all relevant stakeholders will be critical to ensure smooth collaboration and seamless participation as needed.

Attention: Please do not apply if you can’t or won’t follow explicit instructions. We evaluate attention to detail at every stage of our hiring process.

• You are being assessed from the moment you read this sentence until hiring. Every email, file name, meeting, follow-up, deadline, etc. assesses your attention to detail and follow-through. If you fail to demonstrate this from the outset, you will not receive a response—saving both your time and ours.
• We rarely send reminders or correction prompts. If you notice you slipped, resend the corrected item on your own initiative. Silence from us likely means you’re eliminated until you self-correct.
• We expect most candidates will be turned off by this level of transparency and candor and will stop here—that’s by design. If you understand and appreciate why we operate this way and still proceed, you’re already demonstrating the judgment we value.

Compensation:

• Pay Rate: 32 RON per hour
• No Benefits: This is an independent contractor role; therefore, no additional benefits are provided.

Work Schedule & Availability:

• Estimated Weekly Hours: 15-25 based on company needs and workload.
• Flexible Hours: Structure your work schedule to meet Outcomes while maintaining effective communication and alignment with stakeholders.
• Meetings & Communication: Be available for meetings and discussions as needed, typically within 14:00-16:00 PST
• Meeting Frequency: Meetings are scheduled as needed, depending on the evolving nature of Outcomes.

About Us:

At Pet Awesome, we’re a small but ambitious e-commerce company specializing in pet products, currently serving our 4-legged customers (and their hoomans) in the USA and UK.

We’ve found product market fit with western women aged 25-54 who adore their small dogs as much as we do.

The projects we work on are often fun! The job comes with plenty of laughs and wagging tails as we solve problems for pets and rub human noses in the solution ;)

Our marketing isn’t just cheeky; we give pets a voice and share their perspective. To get a sense of our pet products and doggy personalities, check out our instagram @_PetAwesome_

Tail wagging and nose boops aside, we’re growing our geographically diverse and remote team of 11 dependable and adaptable “hooman” professionals who strive for continuous improvement and place integrity first.

If you share our passion for pets, have a head for business, and embrace a growth mindset, consider joining our pack to help us build a lasting doggy empire!

Responsibilities:

Briefing Management:

• Implement and Finalize the BMS: Refine and finalize our Briefing Management System, which integrates several components, including Custom GPTs.
• Cross-Functional Briefing Integration – Design the BMS and AI workflows to capture, synthesize, and validate briefing data across inventory, logistics, e-commerce, analytics, market research, and other business functions.
• Quality Control: Thoroughly review all briefing information and deliverables against the briefing before it reaches the PM or KIS. Flag any inconsistencies, missing details, or errors and propose/coordinate fixes so that incorrect or incomplete work never needs to be uncovered by the PM or KIS.
• Stakeholder Alignment: Ensure everything stakeholders record that passes through the BMS, is accurately captured, briefed, and meets specified standards.
• Shorten Feedback Loops: Streamline the briefing management process to ensure efficient project alignment and optimization in briefing creation and execution.
• Deliverable Validation: Validate briefs from creation to final output and verify that every deliverable meets BMS standards before hand-off to stakeholders.

AI-Centric Operations:

• Prompt Engineering & Tool Integration: Leverage strong writing and communication skills to develop, refine, and maintain AI prompts, instructions, and custom GPT modules that automate or enhance briefing tasks.
• Iterative Improvement: Test and troubleshoot AI tools to ensure outputs meet operational needs. Incorporate AI models, data, refine prompts, and ensure best practices.
• AI Training & Updates: Collaborate with stakeholders to upload relevant documentation into AI tools, ensuring alignment between real-world workflows and AI-driven solutions.

Documentation:

• Documentation Development: Produce & map various forms of documentation including process maps, SOPs, briefings and guidelines ensuring accuracy, accessibility and seamless handoff to stakeholders executing the BMS.
• Documentation Integration: Integrate documentation & relevant assets bi-directionally linked and in sync across various platforms keeping information accurate and easy to navigate for relevant stakeholders.

Expectations:

• Integrity First: Uphold personal and professional integrity and exemplify this to stakeholders. Identify and acknowledge conflicts of interest, correct mistakes proactively and uphold trust and reputation.
• Always Accountable: Convert commitments into measurable outcomes and own the results. Increase transparency ensuring alignment remains strong and actions meet expectations.
• Stakeholder-Facing Professionalism: Conduct all stakeholder video meetings with business-appropriate attire and a well-organized, distraction-free workspace.
• Dependability & Adaptability: Meet commitments, be reliable and supportive of stakeholders when needed, and give your best effort, even outside of typical days/hours. Adapt to changes in plans, priorities, strategies and approaches even if they’re outside of your role or skillset with minimal disruption.
• Continuous Improvement: Strive to exceed expectations, remain curious, and explore new tools, technologies, or strategies to enhance performance. Seek and offer constructive feedback, and pursue iterative improvements in processes and strategies.
• Timesheet & Invoicing: Maintain and submit an accurate timesheet on days worked that itemizes tasks, projects, and billable hours to ensure transparency and alignment with your invoicing.
• High Communication Standards: Provide timely updates and respond to messages promptly. Communicate clearly with attention to grammar, spelling, and detail, ensuring timely follow-ups. Ask clarifying questions to ensure mutual understanding and alignment of expectations.

Requirements:

Mandatory:

Meetings

• Recording: Must be capable of recording yourself and others, with their consent, for various business purposes including meetings, demonstrations, instructions, and briefings, using video and audio tools. Your acceptance of this position implies your consent to these recording requirements.

Experience

• Project-Management Platform Experience – Experienced user of ClickUp, Asana, Jira, or comparable project-management tools for coordinating tasks and workflows involving multiple stakeholders.
• Demonstrate 5+ years of combined, cross-functional experience in two or more areas below:
• Project Management / Program Management / Product Management – Coordinating cross-team initiatives, aligning stakeholders, defining requirements, and managing deliverables.
• Operations Management / Business Analysis – Managing day-to-day business operations, optimizing resources, gathering business requirements, and facilitating process alignment.
• Business Process Improvement / Knowledge Management – Designing or refining workflows, maintaining SOPs and internal documentation, and organizing knowledge resources.
• Technical Operations / Systems Integration / AI Implementation – Integrating SaaS tools or software systems, implementing automation, or leveraging AI-driven workflows (GPT or similar).
• Digital Operations / E-commerce / Analytics – Managing online marketplaces, digital platforms, inventory systems, or analytics reporting influencing cross-team decisions.
• Change Management / Training & Enablement – Facilitating organizational adoption of new tools, processes, or workflows; developing training resources and stakeholder communications.

Skills:

• Data Management Skill: Competent in organizing, managing and manipulating data with intermediate spreadsheet skill in Excel or Google Sheets, including filters, sorting, conditional formatting, formulas such as IF, Concatenate, and pivot tables.
• Attention to Detail: Maintains high accuracy in managing records, tracking deliverables, and organizing documentation—ensuring every detail is captured and aligned with process standards.

Preferred:

• Dog Ownership: Bonus points if you are a current or previous dog owner, send us a photo of your furry companion in your application to stand out!

Application Process:

Attention: Do not apply through Indeed or you won’t receive a response.

Apply through this Job Application Form: https://forms.clickup.com/9011117614/f/8chnfhe-7811/L2W1VK9RWWZQ3RFKR0

A good fit is important to us, so expect plenty of questions and a thorough assessment process as we get to know each other. We’re excited to hear from you!

Job Types: Part-time, Temporary, Contract
Contract length: 6 months

Pay: 32.00RON per hour

Expected hours: 15 – 25 per week