Chief of Staff, Docflow

• You’re a hands-on partner to our creative, big-picture CEO, owning day-to-day operations, including HR, finance, and legal tasks to keep the business running smoothly
• This role is ideal for a resourceful, tech-savvy individual with 2-5 years of experience who excels at project management and thrives in a dynamic startup
• You're highly organised and analytical, with a knack for breaking down complex problems
• At the same time, you're hands-on: you enjoy rolling out new processes and systems, and building teams in a culture you care about and actively help shape
• You think like an entrepreneur, and you thrive when given real ownership
• Experience: 2-5 years in a fast-paced role (Investment Banking, Management Consulting, High-growth start-up). Bonus if you’ve excelled in entrepreneurial projects, or started your own. Experience managing contracts, client implementations, or working in a SaaS document/contract platform is a strong plus
• Language: You're fluent in Dutch and English, with the ability to articulate complex ideas both verbally and in writing
• Intermediate analysis skills (Excel, Google Sheets, or AI-driven analytics platforms) and strong attention to detail
• Comfortable with AI and automation tools (e.g., Zapier, Notion, ChatGPT, QuickBooks, Xero) and a knack for learning tech quickly
• Proficiency in Notion and Slack; Zapier experience is a bonus
• Familiarity with financial tools (e.g. Moneybird, Exact), contract management, and HR platforms (e.g., Homerun) or willingness to learn
• Exceptional project management skills, with a track record of delivering complex projects or client implementations on time
• Hands-on, scrappy mindset with a bias for action and ability to bring structure to dynamic environments
• Eager to learn and won’t give up after a failed attempt
• Excellent communication, able to rally teams and promote a results-driven culture
• High EQ, with the ability to build trust, manage performance reviews, and navigate ambiguity

Desirable

• Your ultimate aim: deliver growth in the SaaS document/contract space by setting the company’s operations up for success and helping shape its strategic course
• Support to CEO & Strategic Efforts (25%):
• Partner with the CEO, providing structure to his leadership by preparing for meetings, drafting agendas, and tracking action items. Represent the CEO in internal meetings where needed
• Conduct research and validation calls to inform decisions on partnerships, market expansion, or competitive positioning. Leverage insights from marketing and sales to inform go-to-market strategy
• Manage the CEO’s inbox and calendar, ensuring optimal use of his time
• Support the CEO in investor reporting and fundraising matters
• Lightweight Financial & Legal Coordination (30%):
• Oversee basic financial tasks, including invoicing, expense tracking, and bookkeeping, using tools like Moneybird, GSuite, and Excel
• Maintain budget dashboards for real-time spending visibility, coordinating with an external CFO for complex financial strategy
• Manage basic legal coordination (e.g., contract tracking, vendor agreements), ensuring proper documentation and handoff to external legal counsel
• Leverage SaaS platform expertise to streamline contract-related workflows internally
• HR & Team Coordination (30%):
• Oversee HR processes, including managing the hiring pipeline (screening candidates, coordinating interviews, and running the hiring process) using ATS tools like Homerun
• Conduct performance reviews, providing structured feedback to support team growth and alignment with company goals
• Run company townhalls, providing critical updates while promoting a fast-paced, results-driven culture
• Run one-off projects like optimising our reimbursement flow; time-off registration; office attendance
• Operational Efficiency & Automation (15%):
• Streamline operations by implementing AI-driven tools (e.g., Zapier, Notion AI, ChatGPT) to automate tasks like scheduling, contract tracking, and reporting
• Optimize workflows using Notion and Slack, ensuring seamless communication and task tracking across the team
• Maintain a centralized knowledge base in Notion for contracts, processes, and team documentation