Head of CEO Office & Business Operations

Accountabilities:

Own and manage the company's operating cadence, including strategic priorities, OKRs, weekly business reviews, performance tracking, and management reporting.
Translate the CEO's strategic objectives into clear operational plans, ensuring priorities are communicated, implemented, and delivered across teams.
Prepare data-driven recommendations and decision-making materials for the CEO, presenting relevant insights, options, risks, and potential trade-offs.
Take ownership of decisions and follow through on agreed actions, ensuring accountability and measurable business outcomes.
Manage operational issues and client escalations that require executive-level attention, coordinating with relevant teams to identify solutions and ensure timely resolution.
Partner with Finance and HR to plan budgets, workforce requirements, headcount, resource allocation, and employee utilization.
Monitor operational and financial performance, identifying inefficiencies, risks, and opportunities for improvement.
Oversee compliance initiatives and ensure progress across relevant frameworks and regulatory requirements, including SOC 2, ISO 27001, and GDPR.
Drive the adoption of Artificial Intelligence across the organization, identifying opportunities to automate workflows, improve productivity, and enhance operational processes.
Evaluate and implement digital tools and technologies that support scalable business operations and cross-functional collaboration.
Work directly with the CEO and department leads to strengthen communication, coordination, and execution across distributed teams.
Establish scalable operating processes and management practices that support the organization's long-term growth ambitions.
Take an active role in shaping the company's organizational structure and operational model as the business expands.
Gradually develop into a broader executive operations position, with a clear pathway toward taking on COO responsibilities.
Requirements:
At least 6 years of professional experience in Business Operations, Operations Management, or comparable leadership roles within a growing organization.
Hands-on operational experience across at least three of the following areas: service delivery, finance, people operations, and compliance.
Proven track record of owning operational results, with concrete examples of objectives, actions taken, and measurable outcomes achieved.
Strong understanding of business performance management, including KPIs, OKRs, operational reporting, and continuous improvement methodologies.
Demonstrated experience establishing and managing operating rhythms, including weekly reviews, strategic planning, performance reporting, and accountability frameworks.
Strong financial and analytical capabilities, with the ability to work with budgets, workforce planning, utilization metrics, performance baselines, and business forecasts.
Ability to make evidence-based decisions, clearly explaining methodologies, assumptions, risks, and trade-offs.
Practical experience managing complex operational challenges, resolving escalations, and driving initiatives from identification through execution.
Demonstrated ability to use AI tools in daily work and integrate AI-powered solutions into business processes to improve efficiency and productivity.
Strong understanding of compliance and information security requirements, with the ability to coordinate relevant organizational initiatives.
Excellent written and verbal communication skills, including the confidence to challenge decisions, communicate difficult messages, and influence senior stakeholders using data.
Advanced English proficiency (C1 or higher), with the ability to communicate effectively with international teams and executive stakeholders.
Experience working in fully remote, distributed environments across multiple time zones, with a written-first communication approach.
A proactive, independent, and execution-focused mindset, with a strong sense of ownership and accountability.
Comfortable operating in a fast-growing, evolving business where priorities may change and processes need to be continuously improved.
Nice to have:
Previous experience managing SOC 2, ISO 27001, or GDPR compliance programs.
Background in software engineering services, IT consulting, software agencies, or staff augmentation businesses.
Experience scaling operational structures and processes within a founder-led or entrepreneurial organization.
Previous exposure to executive leadership responsibilities or preparation for a COO-level position.
Benefits:
Long-Term Contract: Full-time, indefinite B2B contract, not tied to the completion or end date of a specific client project.
Competitive Compensation: Salary arrangements aligned with your experience, expertise, and the responsibilities of the position, with monthly invoicing in USD.
Fully Remote Work: Work remotely from Europe or other eligible locations, collaborating with an international team.
Flexible International Collaboration: Work with distributed teams across Europe, Latin America, and the United States, with core working hours from 09:00 to 18:00 CET and some evening overlap with US clients.
Complete Equipment: Receive the necessary professional equipment to perform your role effectively.
AI Tools Included: Access paid AI-powered tools to support productivity, innovation, and operational efficiency.
Learning and Development: Benefit from a dedicated learning budget to support continuous professional growth.
Global Team Events: Participate in international team gatherings and opportunities to connect with colleagues.
Meaningful Business Influence: Work directly with the CEO and leadership team, with genuine ownership over strategic and operational decisions.
Entrepreneurial Environment: Contribute to high-impact projects for established international clients in a growing software engineering business.
Performance and Salary Reviews: Benefit from twice-yearly performance evaluations and compensation reviews.
Career Progression: Follow a clearly defined development path toward the Chief Operating Officer (COO) position.