VivaRays - Head of Operations

Link to apply listed at the bottom of this Job Description. Only applications submitted through this link will be considered. WHO WE ARE VivaRays is a direct-to-consumer health and wellness brand rooted in circadian biology and light science. We design circadian non-LED light-harmonizing glasses and sleep accessories that help people protect their sleep, energy, and long-term health in a world full of artificial light, all sold through Shopify. The line is expanding into candles, light bulbs, and a digital Light Protocol Method program. A wearable and an app are also in development to track a person's light environment, build better light habits, and reset their circadian rhythm. Our Mission: Measurably help 1 million people reset their circadian rhythm and live in rhythm again, through the power of light and darkness, by 2030. Our Vision: A world where every person thrives in sync with nature’s light cycles, full-spectrum, sun-like light by day and warm, fire-like light at night, in every home, school, street, and city. A society that is circadian aligned, healthy, and vibrant. What our values look like in practice: ● Aligned. We consume with reverence for nature, support regenerative companies and practices, and live by nature’s principles, committing to our own sleep, nutrition, exercise, sunlight, and time in nature, and to living in rhythm with nature’s light and dark cycles. ● Hungry. We go above and beyond with joyful, inspired energy, always improving, taking initiative without waiting for instructions, and following through with excellence once we commit. ● Honest and Humble. We own our mistakes and solve them at the root, communicate directly without sugar-coating, name our weaknesses and ask for help, and steer clear of gossip and blame. ● Connected. We assume positive intent, listen deeply, and seek to understand first, caring more about a person’s transformation than their dollars, and crediting our team freely. If our culture and mission does not resonate with you, please do not bother applying. JOB DESCRIPTION The VivaRays team is seeking a senior, hands-on Head of Operations who has scaled a DTC ecommerce business before and can teach the founders how it is done. We are growing quickly, with a goal of $10M in revenue by the end of 2027 and $100M within three years. To get there, the business needs to move from founder-run to system-led. The Head of Operations will be the first manager in the company, sitting between the two co-founders and the team. This person will build the management layer, operating rhythm, and systems that free the founders to focus on vision and product. The application code word is EMPOWER. The Head of Operations owns execution across operations, marketing, customer service, and finance, and is comfortable building an AI-supported operating system where people and AI agents work together to extend what a small team can do. This role calls for a steady, confident leader who will hold a strong no when needed, give the founders honest feedback, and make decisions based on data and scorecards, trusting their instinct to move forward when the data is incomplete or only partly there. This is a full-time, 1099 contractor position, remote across US Eastern to Pacific time zones. This is a critical position within the business, as such, we host a rigorous, 4-part application process. RESPONSIBILITIES (TASKS ASSOCIATED WITH THE ROLE) Leadership & Execution Rhythm ● Serve as the Integrator to two visionary co-founders, moving tactical decisions off their plates ● Build and manage the company’s first management layer across marketing, operations, and customer success as those functions take shape ● Run the weekly L10 meeting, scorecard review, issues list, and quarterly Rocks without exception, whether or not the founders are present ● Set up a meeting menu with clear agendas and lead key strategic meetings to decisions and outcomes ● Partner with the founders on the growth plan, including marketing and paid acquisition, and own the KPIs that drive customer acquisition and retention Systems, AI & Process ● Consolidate the tech stack (Shopify, Slack, Notion, and other ecommerce and marketing tools) and remove manual work ● Build an AI operating system that combines team management with AI agents ● Make one project management system the single source of truth for all projects and tasks ● Create a decision log so decisions made in conversation are documented with owners and deadlines ● Write SOPs across departments and support a formal 14-day onboarding program for new hires Financial Oversight & Reporting ● Own the P&L, cash flow projections, and operating budget with full CEO visibility ● Build dashboards for the founders and each department so performance is clear without digging into details ● Set and maintain leading-indicator KPIs as a permanent part of how the business runs Team Building & Compensation ● Bring structure to hiring: scorecards, structured interviews, reference checks, and 90-day checkpoints ● Formalize all compensation, bonus, and incentive plans in writing ● Coach and hold team members accountable, many of whom are working with a manager for the first time REQUIREMENTS (EXPECTED PROFICIENCIES) Experience ● Proven experience scaling a DTC ecommerce brand from under $5M toward 10x growth ● Track record as the Integrator to high-drive founders, ideally co-founders, using EOS or Rocket Fuel principles ● Overseeing operations (fulfillment, 3PL, inventory, vendors), marketing (paid media, email, affiliate, creative), customer service, and finance at the same time ● Building management infrastructure from scratch as a company grows from generalists to specialized departments ● Leading remote teams across multiple time zones, including offshore team members ● Fluency in EOS or a similar operating system: L10s, Rocks, quarterly planning, IDS, GWC, and accountability charts Skills ● Strong with AI tools and automation, able to design workflows where AI agents extend the team ● Financial acumen in P&L management, cash flow modeling, and budgeting ● KPI and dashboard design ● SOP writing and training program design ● Structured hiring and performance management ● Growth and marketing exposure: time in marketing roles, experience scaling paid media such as Meta ads, and a genuine growth mindset (not expected to be the marketing expert) Soft Skills ● Holds a strong no, respectfully and consistently, with founders and team alike ● Radical transparency, including honest feedback to founders about how their leadership affects the team ● High emotional intelligence, acting as a professional, data-driven buffer between founders and team ● Firm but supportive management style with a coaching orientation ● Genuine alignment with a health and wellness mission rooted in circadian biology and light science ● Accountability: sets clear expectations, measures results, and holds themselves and the team to them ● Sound, timely decision-making with incomplete information, using data where it exists and judgment where it does not ● Initiative and persistence: acts without being told and pushes through obstacles until the work is done WHAT SUCCESS LOOKS LIKE IN THIS ROLE First 30 Days: ● Establish a baseline of the weekly time the founders spend in recurring operations ● A live, rolling 13-week cash forecast in place and refreshed weekly ● A draft accountability chart complete By 60 Days: ● The FY2027 growth plan translated into monthly targets and leading indicators ● All core functions defined, each with a single accountable owner ● The highest-priority workflows documented, owned, and in active use By 90 Days: ● Reporting and operating reviews run from one live scorecard and dashboard ● Founder time in recurring operations cut by at least 50% from the Day 30 baseline ● At least 80% of recurring operating decisions resolved without founder involvement, with the founders out of day-to-day tactical decisions BENEFITS ● Compensation: $96,000 to $120,000 annually as a 1099 contractor, plus a lucrative performance bonus based on experience and results ● Remote work: 100% remote, with core working hours overlapping US Eastern to Pacific time zones ● In-person collaboration: Quarterly in-person team meetings (travel required) ● Professional Development: This role will be supported by SpyGlass Ops’ external program including operations mentorship, community, and live coaching through COO Academy ● Mission-driven work in a fast-growing health and wellness brand HOW TO APPLY If you are interested in this position and meet the qualifications above, please submit an application at the following link: https://recruiterflow.com/db\_5f712a22c33a3d8ff14e412f5e6ab747/jobs/77 Our team will review your application and get back to you shortly. We look forward to hearing from you! DISCLAIMER: SpyGlass Ops is an authorized representative of VivaRays. We are an Operations Hiring Agency working on behalf of growing businesses to find and hire Operations leadership positions. All of our roles are full-time, salaried, leadership positions within scaling companies. We filter the businesses we work with to ensure they provide long-term positions, growth opportunities, and a strong working environment/culture. Our company qualifies and interviews candidates, then connects finalists with our clients for final interviews and job offers. Our highest priority is creating win-win matches for both our candidates and clients.