Head of Business Operations

Head of Business Operations 

Capitol is a rapidly growing Agentic AI company serving media, professional services and government customers. Capitol is customer-obsessed as an organization and even though this role is not primarily customer-facing, everything that the Head of Business Operations does should roll up to exceptional value delivery for our customers. 

Capitol's Head of Business Operations provides leadership and oversight across a broad range of strategic and operational functions in order to build and scale a world class organization. This team member will oversee and streamline the company's daily operations, ensuring that systems and processes are in place to support "zero to one" growth. You will work closely with the founders, assisting in every aspect of business operations. You will act as a liaison between senior leaders and members of the organization, and external stakeholders, ensuring internal alignment and effective communication and execution of the organization's strategic priorities. 

This is a dynamic role that requires someone hands-on, adaptable, and ready to build and scale operations in a fast-paced startup environment. The Head of Business Operations reinforces the founders' efforts to foster a workplace culture that is mission-focused and values openness, collaboration, and respect. The role requires a highly organized, detail-oriented, and strategic individual with exceptional communication and interpersonal skills and deep experience in operations. 

Duties and Responsibilities:

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Leverage AI to Amplify Value:  Identify opportunities to streamline and improve processes with AI, Leverage AI tools including Capitol's AI platform for automation, develop strategies and a dashboard for evaluating the impact AI in our internal operations.

"Company Building" and Operations: Build and implement efficient processes and systems for day-to-day operations. Establish and maintain relationships with suppliers and service providers (Legal, Finance, Audit, Comms, HR, etc.). Assist in team-building efforts by supporting HR functions, including onboarding new employees, training, and setting up internal communication systems. Establish performance management processes and ensure optimal organizational design. Establish and manage all company cadences and help the founders drive strong company values and culture. Support founders with future fundraising, including preparing collaterals, data rooms, and processes to ensure smooth, successful, and timely completion. Negotiate contracts, manage logistics, and ensure timely delivery of products or services. 

Problem Solving & Decision Making: Proactively identify and address potential issues, offer solutions and recommendations. Continuously analyze workflows and operations to identify areas for improvement and implement solutions that drive efficiency and productivity. Exercise sound judgment and make informed decisions in a timely manner.

Strategic Planning & Execution: Oversee development and implementation of the company's strategic plan. Provide insights on progress towards goals and advise leadership on potential challenges and opportunities. Drive strategic insights and processes to identify the next big opportunities both in existing sectors and their adjacencies as well as new sectors for growth. Share insights from market trends and competitor analysis to inform forward-looking product roadmaps. Lead and manage strategic initiatives to achieve organizational goals.  

Communication & Stakeholder Management: Serve as the primary point of contact for the founders, managing communication with internal and external stakeholders, including senior leadership, investors, board members, and staff. Draft and disseminate communications on behalf of company founders. Manage Board of Directors meetings ensuring high quality and timely production of board materials.  

• Create presentations (decks) for customers, and investors, as needed. 
• Ghostwrite communications on behalf of Capitol's CEO. 
• Follow up with prospective customers to keep the ball moving forward. 
• Coordinate meetings with customers when needed.

Financial Management: Manage day-to-day resource allocation, including headcount, as well as longer-term strategic investments to achieve organizational goals. Oversee annual financial strategy and planning; reporting and and analysis; and ensure identification and management of financial risks and that cost-effective practices are being followed.

• Ensure all company bills are paid - vendors, taxes, state/federal/local filings. 
• Negotiate the best terms possible for any commercial engagement the company enters. Get multiple quotes when appropriate. 
• Regularly review all SaaS subscriptions and trim costs when possible.

Risk & Compliance: Ensure the company adheres to legal, regulatory, and internal standards. Maintain accurate records and documentation related to operations. Drive annual risk analysis process and design and lead mitigation efforts.  

Recruiting: Help build the best team possible. Come up with unique ideas of how to reach the best talent. Write job descriptions, work with recruiting firms, pull from universities.

HR: Ensure Capitol is fully compliant with all human resources standards. Design and be responsible for employee onboarding / offboarding processes. Create performance-based incentive policies. 

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Contracts: Manage the creation, execution, and organization of contracts for customers, vendors, employees, and advisors. 

Proposals: Create proposals for prospective customers, expand within existing customers, and RFPs.  

Company Records / Data Systems: Creation process for organization of company materials. Personally execute the organization of company records.

Invoicing: Ensure Capitol is precisely invoicing customers on time. Pay invoices. 

Network: Bring in great people from your network 

Loose Strings: Tie loose strings for the CEO, and company. 

Ideal Background: 

• MBA or CPA 
• Startup experience 
• At least 5 years of professional experience

Personal Attributes: 

• Can do, positive attitude.
• No job too small- willing and ready to do all types of things for the business, administrative to strategic. 
• Detail oriented- you think about the details and takes pride in executing things to the highest quality. 
• Patient
• Flexibitily-Able to switch contexts with ease. 
• Self starter-Requires minimal supervision / oversight. 
• Does the work- Can personally do the work, rather than require hiring people immediately. (this will change over time as the company scales, but Capitol is an early-stage startup, and now we need all hands on deck)