This is a remote position.
OVERVIEW
The Chief of Staff is the CEO’s execution arm, operational watchtower, and senior administrative partner at Pipeline Medical. The role is primarily strategic (approximately 80%) with a supporting executive-administration function (approximately 20%). It exists to drive measurable contribution to Pipeline’s revenue and gross margin growth by owning the work that would otherwise sit on the CEO’s plate.
The Chief of Staff owns cross-functional initiatives from concept to completion. For example, new partner integrations, manufacturer onboarding, product launches, commercial initiatives, driving them to delivery across Operations, Sales, and Marketing with named revenue or margin outcomes. In parallel, the role actively finds operational issues upstream and resolves them before they reach customers or burden the internal team, through continuous monitoring of sales, fulfillment, and other critical KPIs. It also keeps the CEO’s day running by oversight of the inbox, calendar, travel, events, records, financial administration, and the AI-driven workflows that reduce administrative load over time and builds the hiring and training infrastructure Pipeline needs to scale. Doing all this while keeping a pulse on the market and industry.
The role has no direct reports; authority is exercised through trust, process discipline, and clear cross-functional cadence. It is ideal for a builder who has scaled organizations from zero, thrives in ambiguity, handles sensitive information with discretion, and is willing to push back on the CEO when the data supports it.
OBJECTIVE
Drive organizational alignment, ensure the CEO’s priorities are executed effectively and on schedule, keep the Office of the CEO running smoothly, and lead cross-functional initiatives to successful completion in support of Pipeline Medical’s strategic growth target.
RESPONSIBILITIES
Strategic Execution & Planning
• Co-architect with the CEO and senior leadership team the framework of what needs to be executed across the business, including sequencing, ownership, and dependencies.
• Develop new systems, toolboxes, and frameworks across commercial teams.
Project & Priority Management
• Maintain the CEO priority log; translate CEO decisions and commitments into tracked work with named owners, dates, and visible status.
• Own cross-functional initiatives across Operations, Sales, and Marketing from concept to completion. Anticipate roadblocks before they land, resolve them proactively, provide unprompted status updates with no surprises to the CEO, and drive the work to the committed outcome without CEO intervention.
• Develop and maintain the project management board as the operating tool through which all CEO priorities and active initiatives are tracked; ensure adoption across the leadership team.
• Take on ad hoc projects based on the company’s and CEO’s needs, tracking, managing, and solving until completed.
Executive Communication & Stakeholder Management
• Prepare executive briefings, internal memos, presentations, and reports, including market, client, and company research.
• Facilitate leadership team meetings, including agenda setting, action item tracking, and follow-through on decisions.
• Serve as a trusted liaison between the CEO and internal stakeholders, and as a point of contact for general internal and external communications.
• Represent the CEO in internal meetings when delegated; surface decisions back to the CEO, not just summaries.
Operational Monitoring & Risk Management
• Monitor sales, fulfillment, and other critical operating KPIs; flag emerging issues to the CEO with root cause and remediation plan; ensure the responsible function is aware and working it. This role is the early-warning system; it does not own or manage line functions.
• Surface root cause issues and operational opportunities; lead process improvement initiatives with documented before/after impact in time, cost, throughput, or revenue.
• Think across functions. When a proposed change will affect areas outside its original scope — marketing, training, fulfillment, customer experience, finance — flag the downstream impact proactively, bring the recommendation, and expand the scope of the work before it ships. Raise what wasn’t asked.
Hiring & Training Infrastructure
• Build and own Pipeline’s hiring and training infrastructure: role definitions, interview kits, scorecards, onboarding plans, and training cadence.
• Partner with department heads on talent planning and headcount roadmap.
CEO & Administrative Support
• Manage the CEO’s inbox and calendar; organize and respond to select emails to keep communications and appointments efficient.
• Book hotels, client meetings, meals, and transportation for business travel.
• Coordinate personal appointments, reservations, and digital administrative tasks on the CEO’s behalf as needed.
• Organize and maintain essential files and records; input and organize data for reports and internal records.
• Support financial tasks such as expense tracking, invoice management, and canceling subscriptions and accounts that are no longer required.
• Oversee select company subscriptions and manage software and tools for the team.
• Coordinate with vendors to source and ship office supplies, printed materials, and physical items as needed.
Events & Trade Shows
• Schedule, manage, and prepare for trade shows, conferences, and company events.
• Handle event logistics, including lodging, reservations, printed materials, and promotional items.
CRM & Commercial Support
• Maintain and update the CRM and keep it clean: assign new accounts to the appropriate account managers, deactivate accounts, and merge duplicates.
• Support sales and marketing projects based on business needs and department priorities.
AI & Workflow Automation
• Use AI tools daily to accelerate drafting, research, decision support, and workflow design across every area of the role. Fluency with ChatGPT, Claude, or equivalent is a daily working requirement.
• Build and maintain lightweight automations for the recurring workflows in this role, and document each one clearly enough that it survives a handover.
• Identify which parts of this role should not exist twelve months from now, propose how to automate them, and work with the technology team to get them built.
• Check AI output before it reaches a customer or an Account Manager. The accuracy standard does not change because a tool produced the draft.
• Translate business requirements into technical specifications and BRDs for the engineering team. Frame business value and ROI for proposed features and process changes so engineering can scope and prioritize without additional CEO involvement.
Education & Experience
• Bachelor’s degree in Business Administration, Communications, or a related field (preferred but not always required).
• 5+ years in program management, operations, chief-of-staff, or senior executive-support roles. Experience supporting the C-suite is required; a background that combines program delivery with executive support is strongly preferred.
• Proven experience building or scaling operations within a fast-growing organization, ideally from an early stage.
• Track record operating as a trusted right hand to a CEO or senior executive, driving cross-functional initiatives to completion.
Skills & Competencies
• Excellent organizational skills, rigor, and follow-through on complex, multi-stakeholder initiatives; able to manage multiple tasks and prioritize effectively.
• Strong pattern recognition: able to identify root causes and emerging risks before they become critical issues.
• Systems thinking: evaluates how a change in one function will cascade to others, surfaces downstream impacts even when not asked, and brings those connections into decisions before they ship.
• Able to lead peers cross-functionally, not just coordinate them. Takes point on initiatives involving department heads who outrank or outnumber this role, and drives them to decision through trust, process discipline, and clarity of thinking rather than direct authority.
• Excellent written and verbal English communication skills, with a minimum C1 proficiency level.
• Daily hands-on fluency with AI tools (ChatGPT, Claude, or equivalent). Demonstrated ability to translate business requirements into technical specifications and business requirement documents (BRDs) for engineering teams, including business-value and ROI framing.
• Proficiency in technology: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and scheduling software.
• Time management: ability to work in fast-paced environments and meet deadlines.
• Problem-solving skills: ability to anticipate needs and provide solutions.
• Attention to detail: accuracy in scheduling, document preparation, and correspondence.
Additional Qualities
• Thrives in ambiguity, adjusts to shifting priorities, and can build structure where none exists.
• Willing to respectfully push back on the CEO when data supports a different conclusion.
• High discretion and sound judgment given close proximity to CEO priorities and confidential information.
