Project Owner

About us

Ruby Labs is a leading tech company that creates and operates innovative consumer products. We offer a diverse range of opportunities across the health, education, and entertainment industries. Our innovative teams are driving the future of consumer-led products, and we're always looking for passionate individuals to join us. Learn more about our story at: https://rubylabs.com/about-us/

About the role

We are looking for a Project Owner who is more than a project manager - you are the operational backbone of a fast-moving product team. You will own delivery, structure, and process quality across all teams, while actively automating and optimizing how the team works using AI tools.

This role is for someone who is obsessed with efficiency, thinks in systems, and uses AI not as a buzzword but as a daily execution tool. You will work in Notion end-to-end - task boards, documentation, reporting, and automation - and be expected to continuously improve how the team operates.

If you need to be told what to fix, this role is not for you.

Key Responsibilities

• Delivery & Execution Ownership.
Ensure every initiative has a clear owner, deadline, and definition of done. Track delivery continuously - planned vs. done, blockers, risks. Surface issues early and drive resolution without escalation.

• Board & Process Hygiene.
Own Notion task boards end-to-end - grooming, status accuracy, task naming, labels, ownership. Enforce consistency across all teams. Boards must reflect reality at all times.

• Task Quality Control.
Maintain a Definition of Ready standard - every task must have a clear description, acceptance criteria, owner, and dependencies before it enters a sprint. Audit weekly. Reject tasks that don't meet the bar.

• AI & Automation.
Actively automate repetitive processes using Notion AI, AI agents, and workflow automation tools. Build systems that reduce manual work across reporting, task management, documentation, and cross-team coordination. Agentic team management approach is a strong plus.

• Reporting & Visibility.
Build and maintain lightweight reports on velocity, delivery, and team output. Weekly summaries for leadership - progress, blockers, risks, next steps. No surprises.

• Daily Syncs & Weekly Cycles.
Run daily team syncs - every team member starts the day knowing exactly what they're working on, what's blocked, and what's expected by end of day. Own the weekly cycle end-to-end: planning, mid-week check-in, results review. The operational team must have full visibility into execution status and daily progress at all times - no ambiguity, no surprises.

• Meeting Follow-ups & Accountability.
Track all action items from standups, retros, and planning sessions. Every item has an owner and deadline. Follow up mid-cycle. Close the loop before the next meeting.

• Cross-Team Coordination.
Bridge Product, Engineering, CRO, and Analytics. Ensure requests become actionable tickets. Synchronize priorities across tracks. Prevent misalignment before it becomes a problem.

• Documentation & Knowledge Management.
Own the central documentation hub in Notion - templates, release logs, sprint summaries, process documentation. Information must be structured, current, and accessible to the whole team.

• Process Optimization.
Continuously identify inefficiencies in how the team operates and propose improvements. You are expected to make the team faster and less chaotic every sprint.

Qualifications

• Proven experience as a Project Manager, Project Owner, or Operations Lead in a fast-moving product team.

• Deep, practical knowledge of Notion - task boards, databases, automations, Notion AI. This is our primary tool.

• Strong hands-on experience with AI tools - Claude, Claude Code, Cursor, Notion AI, AI agents, workflow automation. Expected to use these daily to increase personal and team output. Agentic team management approach is a strong plus.

• Experience building and enforcing structured delivery processes - Definition of Ready, sprint cadences, reporting standards.

• Exceptional attention to detail - you catch what others miss.

• Proactive problem solver - you don't wait for instructions, you find the chaos and fix it.

• Strong written communication - clear, concise, no fluff.

• Comfortable managing multiple workstreams simultaneously without losing control.

• Able to operate effectively in a high-pace, high-pressure environment where things change fast.

• Experience working with cross-functional teams - product, engineering, growth, analytics, marketing.

• Fluent Russian language proficiency, with the ability to communicate clearly and professionally.

Location

Ruby Labs operates within the CET (Central European Time) zone. Applicants from any country are welcome to apply for the position as long as they are located within approximately ± 4 hours of CET. This ensures optimal collaboration and communication during working hours.

Benefits

Discover the perks of being part of our vibrant team! We offer:

• Remote Work Environment: Embrace the freedom to work from anywhere, anytime, promoting a healthy work-life balance.

• Unlimited PTO: Enjoy unlimited paid time off to recharge and prioritize your well-being, without counting days.

• Paid National Holidays: Celebrate and relax on national holidays with paid time off to unwind and recharge.

• Company-provided MacBook: Experience seamless productivity with top-notch Apple MacBooks provided to all employees who need them.

• Flexible Independent Contractor Agreement: Unlock the benefits of flexibility, autonomy, and entrepreneurial opportunities. Benefit from tax advantages, networking opportunities, reduced employment obligations, and the freedom to work from anywhere. Read more about it here: https://docs.google.com/document/d/1tzxGX4Uu7Ts_HCLFXESKLnKaaBfVCPf1f9AYZPrkjJM/preview?tab=t.0

Be part of our fast-growing team and seize this excellent opportunity for personal and professional growth!

Interview Process

After submitting your application, we conduct a thorough review which typically takes 3 to 5 days, but may occasionally take longer due to the volume of applications received. If we see a potential fit, we proceed with the following steps:

• Recruiter Screening (40 minutes)

• Technical Interview (60 minutes)

• Final Interview (60 minutes)

Life at Ruby Labs

At Ruby Labs, we move fast, aim high, and expect the same from our team. We’re not here to play small—we’re here to build, grow, and win. That means we look for people who are ambitious, driven, and ready to give their best every single day.

This is a place for individuals who thrive under pressure, embrace challenges, and see opportunity in every obstacle. If you’re hungry to achieve, motivated by impact, and want to grow at the speed of your own ambition, Ruby Labs offers the platform to make it happen.

Here, effort is matched with reward. We recognize those who go all in and deliver results, and we create space for people who want more—more responsibility, more growth, and more success.

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