Chief of Staff at Knowtex

ABOUT KNOWTEX Knowtex is building the future of voice AI for clinical care — transforming how documentation happens at the point of care so clinicians can focus on what matters most: their patients. Founded by Stanford AI scientists with deep clinical expertise, we're scaling rapidly across commercial health systems and federal healthcare, bringing our ambient documentation platform to thousands of clinicians across hundreds of specialties. We're at an inflection point where cutting-edge AI meets real clinical impact, and we're building the team to match. THE ROLE We are looking for a sharp, resourceful Business Operations Manager to serve as a force multiplier for our Head of Operations. This is a high-ownership, high-visibility generalist role designed for someone who thrives on complexity, moves fast, and brings structure to ambiguity across multiple operational domains. You will own critical workstreams across marketing operations, people operations, compliance, tooling, and vendor management — reporting directly to the Head of Operations and interfacing closely with senior leadership. This is an ideal opportunity for an experienced operator who wants to make a real impact at a high-growth company in healthcare AI. WHAT YOU’LL DO MARKETING & CONFERENCE OPERATIONS - Own end-to-end conference planning and logistics: venue coordination, booth setup, inbound/outbound shipping tracking, and on-site team support - Manage conference and event budgets, tracking spend against ROI metrics to inform future investment decisions - Coordinate team travel for conferences and company events, including flights, hotels, and full itineraries - Plan and execute internal team events and offsites - Manage the company’s social media presence: scheduling posts, maintaining brand consistency, and assisting with announcements across channels - Run paid ad campaigns and outbound outreach campaigns, tracking performance against defined KPIs and target audiences - Support executive scheduling and outreach, including booking meetings with C-level prospects and partners PEOPLE OPERATIONS & RECRUITING - Lead team-building from 0→1: support hiring planning, manage job postings, run recruiting pipelines, and coordinate interviews end-to-end - Conduct initial resume reviews and surface strong candidates to hiring managers - Own onboarding and offboarding logistics, ensuring a smooth experience for new hires and departing team members - Assist with benefits administration and open enrollment coordination - Manage day-to-day activity in HR and recruiting platforms (Rippling, Ashby, Greenhouse, Lattice, Every.io [Upgrade to PRO to see link] or similar) - Support performance review cycles, helping managers stay on track with timelines and documentation COMPLIANCE & SECURITY AWARENESS - Operate with a strong understanding of high-trust and security-sensitive environments relevant to Knowtex’s business, including SOC 2, ISO 27001, HIPAA, and FedRAMP - Ensure internal tools, processes, and vendor relationships meet applicable compliance requirements - Support audit preparation and documentation for ongoing compliance programs - Surface and escalate potential compliance gaps across operational workflows OKRS, METRICS & DASHBOARDS - Support the Head of Operations in building and maintaining OKR and KPI frameworks across teams - Ensure appropriate metrics and reporting dashboards are in place and kept current - Help track progress against company and team-level goals, flagging risks and gaps proactively VENDOR & CONTRACT MANAGEMENT 1. Manage vendor relationships and assist with contract negotiation, renewals, and documentation 2. Track vendor obligations and SLAs, ensuring the business is protected and well-served 3. Coordinate with legal and finance stakeholders on contract review and execution TOOLING & SYSTEMS ADMINISTRATION - Serve as the company’s subject matter expert (SME) for all operational tools and software platforms - Own tool administration, access management, and onboarding/offboarding provisioning - Evaluate tools for compliance fit and security requirements before adoption - Proactively identify and execute tool integrations to improve cross-functional workflows - Document and maintain operational processes and SOPs as the company scales WHAT WE’RE LOOKING FOR - Located in the San Francisco Bay Area with availability for a hybrid schedule (2 days/week in-person) - 4–7 years of experience in an operations, people ops, marketing ops, or coordinator role, ideally at a startup or high-growth company - Demonstrated experience supporting or building a team from 0→1, including recruiting, onboarding, and offboarding - Hands-on experience with HR and people operations platforms: Rippling, Ashby, Greenhouse, Lattice, Every.io [Upgrade to PRO to see link] or equivalent - Working knowledge of high-trust compliance environments: SOC 2, ISO 27001, HIPAA, and/or FedRAMP - Experience building and managing OKR and KPI frameworks, with a bias toward data-informed decision-making - Familiarity with vendor and contract management processes - Comfortable owning tool administration and exploring integrations without heavy technical hand-holding - Experience in conference/event planning, including budget management, logistics coordination, and ROI tracking - Proactive, low-ego, and ownership-oriented — you notice what needs to be done and you do it - Strong attention to detail, especially with financial, HR, and compliance documentation - Clear, concise written and verbal communication; discretion when handling sensitive information BONUS POINTS FOR - Experience with social media management, paid ad campaigns, or demand generation - Background in finance support: invoicing, AR/AP, or working alongside fractional CFOs or CPAs - Familiarity with project management tools such as ClickUp, Notion, or Jira - Experience in healthcare, health-tech, or federal contracting environments - Comfort with CRM tools and executive-level scheduling and outreach WHAT YOU’LL GET - A front-row seat to how a high-growth healthcare AI company operates across every function - A clear growth path with natural specialization opportunities in people ops, marketing ops, GTM, financial ops or security and compliance - Meaningful equity compensation - Unlimited PTO - Health, dental, and vision coverage - 401(k) plan - Hybrid schedule with 2-3 days/week in-person in San Francisco