Project Owner

RemoteSenior

Ruby Labs is a tech company with a portfolio of consumer products in health, education, and entertainment (100M+ annual users). 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.

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 and English.