Chief of Staff, Internal AI Optimization

This is a fully remote position, open to applicants in New York.

📋 Description

• Act as the primary advisor to Zack and the executive team, offering strategic insights and backing essential initiatives.

• Oversee special projects related to business development, operations, and strategic growth efforts.

• Effectively manage essential processes and systems, including email inbox, Slack, and various tools, leading to heightened productivity and operational efficiency.

• Implement strategic projects and tasks for the CEO, including presentations, business plans, and long-term initiatives.

• Engage in daily communication with the CEO to enhance the planning and execution of his numerous commitments and responsibilities.

• Handle all administrative tasks for the CEO, including managing the calendar and scheduling meetings and events.

• Act as a significant representative of the executive team both within and outside the organization.

• Manage confidential information, draft correspondence, and assist the CEO and teams across global time zones.

• Organize travel and associated logistics for the CEO.

• Lead and coordinate quarterly team on-site meetings.

• Serve as a liaison between the CEO and other important stakeholders, both internally and externally.

• Oversee and manage the company's CRM with AI integration, ensuring the system is perpetually optimized, data is accurate and actionable, and AI-driven insights are provided to the executive team.

• Spearhead the initiative to integrate all Firefly company videos into an AI knowledge base, allowing for intelligent coaching and insights to be automatically delivered to the team.

• Supervise the pipeline that converts Firefly video content into personalized coaching outputs shared via email and broader team communications.

• Advocate for AI adoption throughout the organization by identifying opportunities to automate workflows, boost productivity, and incorporate AI tools into daily operations.

• Lead internal AI optimization projects across the company.

• Successfully integrate subsidiaries.

⛳️ Requirements

• 8–10 years of experience in a role supporting executives and/or C-suite professionals.

• Exceptional emotional intelligence and interpersonal skills.

• Creativity and a willingness to embrace new ideas.

• Strong project management capabilities.

• Outstanding written and verbal communication skills.

• Ability to synthesize diverse perspectives.

• High empathy and the capacity to make team members feel valued and heard.

• Proficient listening skills and the ability to absorb information effectively.

• Strategic thinking and adept problem-solving skills.

• Comfort with ambiguity and the flexibility to adapt to shifting priorities and deadlines.

• Proven experience with AI tools, CRM systems, and emerging technologies (strongly preferred).

• Capability to manage and implement AI-driven workflows and communication systems.

🏝️ Benefits

• Competitive Salary

• Health, Dental and Vision Insurance

• Annual Performance Bonus

• Paid Time Off

• Company Holidays

• Flexible work schedule

• 401k