Chief of Staff job at Knowtex in San Francisco, CA
Title: Chief of Staff
Location: San Francisco
Department: Operations
Job Description:
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, 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
Manage vendor relationships and assist with contract negotiation, renewals, and documentation
Track vendor obligations and SLAs, ensuring the business is protected and well-served
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, 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
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Location: San Francisco
Department: Operations
Job Description:
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, 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
Manage vendor relationships and assist with contract negotiation, renewals, and documentation
Track vendor obligations and SLAs, ensuring the business is protected and well-served
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, 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
Apply tot his job
Apply To this Job