Chief of Staff – Founder’s Office

About Optimite

Optimite is the Email Ops-as-a-Service partner for high-growth eCommerce brands and agencies. We fully manage email strategy, copy, design, development, QA, and reporting - so our clients can step out of the inbox and scale faster. Trusted by over 500 teams globally, we deliver fast, conversion-focused email systems built on Figma and executed in 48 hours or less

Team

With a mission to become the World’s No. 1 Email Marketing Agency, we’re scaling at hyper-growth. Our founders, Nishant and Sushant Yadav, launched Optimite in 2019 and have since partnered with the largest Shopify brands and digital agencies across the US and Europe

About The Role

As the Chief of Staff – Founder’s Office, you will work directly with the founders to drive internal execution, build scalable systems, and ensure every internal initiative moves with speed and clarity.

You’ll serve as the bridge between strategy and execution, leading founder-led projects like onboarding revamp, async feedback loops, hiring system upgrades, and L&D rollouts. You’ll be obsessed with documentation, operations, and enabling teams to move without chaos.

This is a high-trust, high-impact role built for someone who thrives on structure, clarity, and execution.

What will you do?

As the Chief of Staff, you’ll focus on Internal Project Execution (40%), System Design & Documentation (30%), and Enablement & Collaboration (30%).

Internal Project Execution (40%)

• Lead execution of cross-functional internal projects like L&D rollout, brand grading framework, onboarding revamp, async feedback system, etc.
• Break down founder vision into structured steps, timelines, and systems.
• Track initiative progress, coordinate with stakeholders, and clear blockers.
  
  

Metrics You’ll Own:

• On-Time Project Delivery: % of founder-led initiatives completed within deadline.
• Execution Velocity: Number of systems moved from idea to execution monthly.
• Team Dependency Reduction: # of recurring issues automated/documented.
  
  

System Design & Documentation (30%)

• Build SOPs, playbooks, hiring workflows, training modules, and process libraries.
• Maintain internal documentation systems (Notion, GDocs, Loom-based tutorials).
• Set up repeatable systems for onboarding, performance reviews, and project rollouts.
  
  

Metrics You’ll Own:

• Documentation Coverage: % of teams/functions with up-to-date process docs.
• Onboarding Efficiency: Time-to-productivity for new joiners.
• Repeatable Systems: # of systems templated and reused across projects.
  
  

Enablement & Collaboration (30%)

• Sync with the EA and Data & Insight Lead to streamline workflows and data-backed decisions.
• Enable department heads with systems they can use independently.
• Foster async collaboration with founders through reports, dashboards, updates.
  
  

Metrics You’ll Own:

• Cross-functional Project Success: Completion rate of projects involving 2+ departments.
• Founder Time Saved: # of tasks/projects transitioned from founder to system.
• Team Satisfaction: Internal survey scores on clarity and structure.
  
  

Must Have

• 2–5 years of experience in strategy, program management, ops, or Chief of Staff-like roles.
• Proven ability to run cross-functional projects end-to-end.
• Strong written communication and documentation habits.
• Comfort with Notion, ClickUp/Asana, Loom, GDocs, and async-first workflows.
• High ownership mindset - you finish what you start, no chasing required.
  
  

Good to Have

• Background in internal ops, founder’s office, or early-stage startup environments.
• Familiarity with agencies, ecommerce, or service businesses.
• Experience building internal tools, process automation, or async rituals.
  
  

What would success look like for you?

• You build a repeatable execution engine for founder-led internal initiatives.
• You reduce founder bottlenecks by building systems, not just completing tasks.
• You create a culture of documentation, speed, and internal accountability.
• Teams move faster and smarter, thanks to the systems you implement.
  
  

Culture Fitment

• You move fast, but never at the cost of clarity.
• You’re obsessed with systems and hate repeating the same instruction twice.
• You’re builder-minded — your first instinct is to create, not just manage.
• You collaborate across functions, but you don’t need constant supervision.