Chief of Staff

As Chief of Staff at Pilgrim, you will work directly with the CEO to manage communication, coordination, recruiting, and external-facing operations across the company. You will structure proposals and slide decks, triage priorities, run the recruiting pipeline, support key meetings, and ensure projects move on schedule. This is a hands‑on role that requires strong writing ability, operational discipline, and reliable follow‑through across multiple parallel workstreams.

Responsibilities

Write and edit proposals, capability briefs, internal memos, and partner documents; compile and structure technical inputs from biology, hardware, and software teams.

Build and maintain slide decks using Slides or Figma, producing focused versions for specific agencies, partners, and technical audiences.

Manage the CEO’s inbox and calendar by filtering inbound messages, organizing schedules, preparing materials, and tracking follow‑up actions.

Translate high‑level decisions into clear task lists with owners and deadlines; monitor progress and escalate blockers quickly.

Run the recruiting pipeline end-to-end : manage postings, screen resumes, conduct initial interviews, and maintain an organized pipeline across roles.

Plan and coordinate on‑site events, visits, demos, and small community gatherings, including logistics, schedules, and run‑of‑show details.

Support external coordination such as flight booking, meeting preparation, vendor interactions, and basic financial workflows (payroll, invoices, expense tracking).

Maintain internal alignment by conducting check‑ins with contributors, tracking deliverables, and ensuring consistent execution across projects.

Assist with concise content generation—summaries, recaps, or draft outlines for technical or external communication needs.

Qualifications

Strong writing ability with samples demonstrating clear, structured communication (essays, reports, briefs, or similar).

Experience creating slide decks and working with presentation tools such as Google Slides or Figma; ability to produce clean, well‑organized visuals.

Experience in operational roles such as Chief of Staff, program coordination, consulting, or similar environments requiring cross‑functional management.

Highly organized with strong follow‑through; able to track multiple parallel workstreams without losing detail.

Comfort interacting with engineers, scientists, partners, and visitors; able to maintain clear and direct communication.

Familiarity with recruiting workflows, talent screening, and pipeline organization.

Ability to learn new technical domains quickly and summarize key information accurately.

Comfort with basic operational tasks such as scheduling, travel booking, vendor coordination, and handling sensitive communications.

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