Chief of Staff

Position Overview Soulstice is seeking a highly organized, systems-minded Chief of Staff & AI Strategy Lead to serve as a strategic partner to the Founder and help build the operational infrastructure that supports a modern, high-growth company.

This role combines the traditional responsibilities of a Chief of Staff with ownership of Soulstice's internal operating systems, AI ecosystem, process architecture, and organizational effectiveness initiatives.

As an extension of the Founder, this individual will help drive strategic priorities, oversee cross-functional execution, improve organizational efficiency, and build the systems that allow Soulstice to scale intelligently.

A defining responsibility of this role will be leading the development of the Soulstice Operating System: an AI-enabled framework that integrates knowledge management, workflow automation, reporting, documentation, decision-making, and cross-functional collaboration across the organization.

This position reports directly to the Founder.

Key Responsibilities

Strategic Partner to the Founder ● Serve as a trusted advisor and thought partner to the Founder across strategic, operational, and organizational initiatives. ● Help prioritize company objectives and ensure alignment across departments. ● Lead execution of high-priority projects and special initiatives. ● Prepare executive presentations, business reviews, reporting materials, and strategic analyses. ● Support annual planning, budgeting, goal setting, and company-wide initiatives. ● Act as a connector across teams to drive alignment, accountability, and execution. Soulstice Operating System Leadership ● Lead the design, implementation, and ongoing evolution of the Soulstice Operating System. ● Create scalable systems that improve visibility, communication, accountability, and decision-making across the organization. ● Develop an integrated infrastructure for knowledge management, SOPs, project tracking, reporting, and organizational planning. ● Build frameworks that reduce dependency on tribal knowledge and improve institutional memory. ● Ensure organizational processes remain scalable as the company grows. ● Establish best practices for documentation, information sharing, and operational consistency.

AI Strategy, Automation & Digital Transformation ● Serve as the primary owner and administrator of Soulstice's AI ecosystem, including Claude and future AI platforms. ● Build and maintain company-wide AI workspaces, knowledge repositories, prompt libraries, and automation frameworks. ● Develop AI-powered workflows that streamline operations and improve productivity across all departments. ● Partner with team leaders to identify opportunities for automation and process improvement. ● Build custom AI agents, workflows, dashboards, and reporting systems where appropriate. ● Train employees on AI tools, best practices, and emerging capabilities. ● Evaluate new technologies and identify opportunities to create leverage across the business. ● Establish governance, documentation standards, and security protocols related to AI utilization.

Organizational Operations & Project Management ● Establish and maintain company operating rhythms, including leadership meetings, planning cycles, business reviews, and project status reporting. ● Oversee cross-functional initiatives from planning through implementation. ● Create visibility into key priorities, deadlines, dependencies, and organizational risks. ● Develop dashboards and reporting systems that support decision-making. ● Monitor organizational progress against goals and strategic initiatives. ● Ensure projects remain on track and stakeholders remain aligned.

Business Process Design & Continuous Improvement ● Map, document, and optimize workflows across all functions. ● Identify inefficiencies and implement scalable operational improvements. ● Build repeatable systems that support growth while reducing complexity. ● Develop standard operating procedures and process documentation. ● Improve collaboration and communication across teams. ● Drive a culture of operational excellence and continuous improvement.

People Operations & Administrative Support ● Support employee onboarding, orientation, and integration into the organization. ● Assist with organizational design, role documentation, and workforce planning. ● Maintain internal policies, employee handbooks, and organizational documentation. ● Coordinate performance review cycles, goal-setting processes, and employee development initiatives. ● Partner with external HR providers on benefits administration, compliance, and employee-related matters. ● Support recruiting processes, candidate coordination, and hiring operations. ● Assist with internal communications and culture-building initiatives.

Executive Operations ● Provide strategic and limited administrative support to the Founder. ● Coordinate executive priorities, follow-up actions, and key deliverables. ● Prepare meeting agendas, briefing materials, and executive communications. ● Help ensure that critical decisions and action items move efficiently through the organization. ● Manage special projects and ad hoc initiatives as needed.

Success Metrics Within the first 6 months, this individual will: ● Build and launch the Soulstice Operating System. ● Establish Claude as a centralized organizational knowledge and productivity platform. ● Implement meaningful workflow automations across multiple departments. ● Improve organizational efficiency through stronger systems and processes. ● Increase visibility into company priorities, projects, and performance metrics. ● Reduce manual administrative work through automation and AI-powered workflows. ● Improve cross-functional communication and accountability. ● Serve as a trusted strategic partner to the Founder and leadership team.

Deal-Breakers / Exclusions Less than 5 years in relevant operational or chief of staff experience, no demonstrated background working directly with executives or founders, or inability to operate independently in fast-paced startup environments.

• ● 5-10+ years of experience in Chief of Staff, Business Operations, Strategy, Management Consulting, Startup Operations, or related functions.
• ● Experience working directly with founders, CEOs, or executive leadership teams.
• ● Demonstrated ability to build systems, processes, and operational infrastructure.
• ● Strong understanding of AI platforms, workflow automation, and knowledge
• management systems.
• ● Experience with tools such as Claude, ChatGPT, Notion AI, Airtable, Zapier, Make,
• Asana, ClickUp, or similar platforms.
• ● Exceptional project management and organizational skills.
• ● Strong written, verbal, and executive communication abilities.
• ● Analytical mindset with strong problem-solving capabilities.
• ● Ability to operate effectively in a fast-paced, entrepreneurial environment.
• ● High degree of discretion and professionalism.

• Background in management consulting, experience with organizational design, knowledge of AI-enabled workflows, and demonstrated success driving digital transformation initiatives.

• Claude, ChatGPT, Notion, Airtable, Zapier, Make, Asana, or ClickUp; proficiency with AI platforms and workflow automation tools required.