Chief of Staff, AI Operations Manager

This is a fully remote position, open to applicants in United States.

📋 Description

• Act as a pivotal operating partner to the SVP / Practice Lead and Pod Leads.

• Convert leadership priorities into actionable plans, operating rhythms, trackers, dashboards, and follow-up systems.

• Create materials for leadership, including briefing documents, decision logs, status updates, and summaries suitable for executives.

• Monitor commitments, risks, dependencies, decisions, and action items within the AI Operating Group.

• Ensure visibility into team priorities, resource limitations, delivery risks, and operational challenges.

• Serve as a liaison between AI leadership and supporting functions such as HR, Finance, Legal, IT, Security, and Operations.

• Oversee HR-related processes, including onboarding, role transitions, internal transfers, contractor coordination, and offboarding assistance.

• Maintain comprehensive team rosters, reporting structures, pod assignments, role documentation, and organizational materials for the operating group.

• Collaborate with HR and recruiting on job descriptions, hiring processes, interview scheduling, offer statuses, start dates, and onboarding logistics.

• Manage the tracking of new AI-related requests, opportunities, internal inquiries, client requirements, and leadership-directed projects.

• Assist in prioritizing incoming requests based on urgency, strategic alignment, necessary skills, pod ownership, capacity, and complexity of delivery.

• Keep track of intake volume, request statuses, bottlenecks, overdue items, and escalation requirements.

• Facilitate project operations across AI pods using project trackers, milestone reports, risk logs, dependency tracking, and status updates.

• Oversee operating rhythms for leadership syncs, Pod Lead meetings, all-hands gatherings, training sessions, and monthly operational reviews.

• Monitor costs related to the AI Operating Group, encompassing personnel, contractors, vendors, tools, licenses, subscriptions, infrastructure, and project expenditures.

• Ensure compliance with technical standards, infrastructure protocols, and internal governance requirements of the AI Operating Group.

• Leverage AI tools to enhance the speed, quality, and scalability of operational tasks.

⛳️ Requirements

• Over 5 years of experience in operations, chief-of-staff support, business operations, consulting operations, program management, finance operations, or practice management.

• Proven experience in supporting senior leaders and coordinating across various teams or workstreams.

• Strong abilities in project management, PMO, operating cadence, and follow-through.

• Experience in budget monitoring, reporting, financial analysis, cost management, or operational metrics.

• Excellent organizational skills with a keen eye for detail.

• Outstanding written and verbal communication skills, including the capability to produce executive-ready materials.

• Comfort in navigating a rapidly changing environment with ambiguity and shifting priorities.

• Ability to manage confidential information with utmost discretion.

• A genuine interest in AI and regular utilization of AI tools to boost productivity.

• Capability to collaborate effectively with both technical and non-technical stakeholders.

🏝️ Benefits

• Opportunities for continuing education and professional development resources.

• Access to a mentorship program.

• A supportive work environment.

• An inclusive culture.