Job Description

Chief of Staff

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.

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.

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