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, delivering strategic insights and supporting essential initiatives.

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

• Effectively manage critical processes and systems, including email inbox, Slack, and other tools, leading to enhanced productivity and operational effectiveness.

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

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

• Handle all administrative functions for the CEO, including managing the calendar and coordinating all meetings and events.

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

• Manage confidential information, draft correspondence, and provide support to the CEO and teams across different global time zones.

• Organize travel and related logistics for the CEO.

• Lead and coordinate quarterly team onsite meetings.

• Serve as a liaison between the CEO and key stakeholders, both internal and external.

• Own and manage the company's CRM with AI integration, ensuring the system is regularly optimized, data remains clean and actionable, and AI-driven insights are presented to the executive team.

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

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

• Advocate for AI adoption throughout the organization by identifying opportunities, automating workflows, enhancing productivity, and integrating AI tools into daily operations.

• Lead internal AI optimization projects across the company.

• Effectively integrate subsidiaries.

⛳️ Requirements

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

• Exceptional emotional intelligence and interpersonal skills.

• Creativity and an open-minded approach.

• Strong project management capabilities.

• Outstanding written and verbal communication skills.

• Ability to synthesize diverse viewpoints.

• High levels of empathy, ensuring team members feel acknowledged and heard.

• Excellent listening skills and capacity to absorb information.

• Strategic thinking and 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