Chief of Staff

Chief of Staff

Employment TypeFull-time, Independent Contractor

Work ModelRemote

Work HoursUS Eastern Standard Time (EST) alignment (Monday–Friday, 9:00 AM – 5:00 PM ET)

Role Overview

We are seeking a high-agency, tech-fluent Chief of Staff to serve as a core operational engine alongside the founders of an early-stage AI technology company in the energy and industrial asset valuation space.

This is not a traditional administrative seat. Designed for a cross-functional operator, you will bridge financial administration, CRM engineering, sales development, and executive special projects. You will bring structure to a fast-moving, lean startup—deploying AI workflows, automating manual processes, maintaining financial controls, and spending 1–2 days per week actively driving outbound SDR sales initiatives to help scale the platform.

Key Responsibilities

1. Financial & Business Operations Governance

- Financial Administration: Manage day-to-day financial operations, including billing, customer invoicing, Accounts Payable (AP), Accounts Receivable (AR), and foundational accounting workflows in coordination with external finance partners.

- Process Automation: Track financial obligations, manage recurring operational compliance, and continuously identify opportunities to automate manual accounting procedures.

- Record Hygiene: Maintain clean, audit-ready financial records and produce regular operational reporting for founder review.

2. HubSpot Administration & Systems Architecture

- CRM Management: Serve as the primary administrator for HubSpot , maintaining data hygiene across contacts, accounts, pipelines, and activity logs.

- Workflow Automation: Build and optimize custom HubSpot workflows, automated email sequences, and sales pipelines to streamline lead management.

- Tech Stack Optimization: Leverage productivity tools (Asana, Slack, QuickBooks, Excel) to organize cross-functional work, reduce friction, and improve team output.

3. Outbound Sales & Growth Support (1–2 Days / Week)

- Active Pipeline Sourcing: Spend 20–40% of your time executing outbound prospecting via phone calls, LinkedIn, and email to engage potential enterprise accounts.

- Opportunity Tracking: Conduct initial lead discovery and follow-ups, ensuring all deal stages and interactions are tracked inside HubSpot.

- Sales Operations: Assist with prospect research, sales performance reporting, and building repeatable lead generation playbooks for the growth team.

4. Executive Project Ownership & AI Workflow Execution

- Founder Leverage: Function as a trusted operational right hand—tracking company-wide priorities, managing deadlines, and taking ambiguous initiatives from concept to execution.

- Everyday AI Tooling: Integrate AI tools (LLMs, generative workflows) daily to accelerate research, data analysis, content creation, and process documentation.

- Independent QA: Exercise sharp critical judgment when evaluating AI outputs, ensuring data accuracy and quality control before executive deployment.

Required Skills & Qualifications

- Professional Experience: 5+ years of experience in Chief of Staff, Business Operations, Sales Operations, Finance, Management Consulting, or high-ownership startup seats.

- CRM & Technical Stack: Hands-on experience administering HubSpot (building workflows, pipeline mapping) alongside tools like Slack, Asana, LinkedIn Sales Navigator, QuickBooks, and Excel.

- Financial Administration Literacy: Strong grasp of billing, invoicing, cash flow tracking, AP/AR operations, and basic accounting principles.

- Outbound Sales Capability: Comfort engaging prospects directly via phone and digital channels for top-of-funnel outbound sales development.

- AI & Automation Fluency: Hands-on, practical experience using AI tools daily to build custom workflows, analyze data, and eliminate manual tasks.

- Communication & Schedule Alignment: Native or near-native written and spoken English, with full availability during core US Eastern hours (9:00 AM – 5:00 PM ET).

Preferred Qualifications

- Prior experience operating within an early-stage B2B SaaS, energy tech, or industrial asset startup .

- Proven track record working remotely across distributed, global teams.

Success Metrics (KPIs)

- Founder Capacity Creation: Successfully absorbing financial administration and operational tracking to free founder bandwidth.

- HubSpot & Pipeline Accuracy: Maintaining 100% CRM data hygiene and automated workflow execution.

- Outbound Pipeline Contribution: Generating consistent qualified prospect touchpoints and pipeline activity during allocated sales days.

- Process Automation Velocity: Successfully converting recurring manual workflows into automated, AI-enhanced procedures.