Chief of Staff (Exec Admin)

About Pinecone

Pinecone is revolutionizing how developers build production ML and search solutions. Our managed vector database provides customers with easy-to-use capabilities that until now have only been in the hands of a few tech giants. The demand for vector databases is growing incredibly fast, and it shows in our user base. We have a large audience of ML engineers, software engineers, data scientists, and technical architects who are eager to learn and build with our product.

We are seeking a highly organized, dependable, and versatile individual to join our team as the Chief of Staff. As the Chief of Staff, you will work closely with Pinecone’s  CEO to maximize his efficiency inside and outside the company.  You will be managing administrative staff and tasks , own certain external communications, support smooth internal operations and processes, and lead special projects inside the company. This role requires excellent communication skills, understanding of the company and its priorities, exceptional problem-solving abilities, and a strong sense of initiative. The successful candidate will be a trusted partner to the executive team and an integral to Pinecone’s success.

If this sounds exciting, we want to hear from you!

Pinecone is a distributed team with clusters in New York, San Francisco, and Tel Aviv. You will be part of a world-class team from companies like Amazon, Google, Databricks, and Splunk. The company emerged from stealth in January 2021 with $10M in seed funding — led by the same legendary investor as Snowflake —  followed by $28M Series A funding announced in March 2022 and $100M Series B funding announced in April 2023.

 

Responsibilities:

• Administrative Support: Provide comprehensive administrative support to the CEO, including calendar management with the administrative staff, meeting coordination, travel arrangements, and document preparation.
• Communication Management: Serve as a point of contact between the executive team and internal/external stakeholders. Manage emails, phone calls, and other forms of communication, ensuring timely and appropriate responses.
• Project Management: Oversee and coordinate various projects and initiatives within the organization, ensuring deadlines are met, resources are allocated effectively, and progress is tracked. Provide regular updates to the executive team.
• Team Coordination: Facilitate effective communication and collaboration among team members. Arrange and lead meetings, distribute agendas, and capture action items. Follow up on action items to ensure completion.
• Information Management: Maintain confidentiality and manage sensitive information with discretion. Organize and maintain files, records, and databases to ensure easy access and retrieval of information.
• Special Projects: Undertake special assignments and projects as assigned by the CEO. Assist with board meeting and other event / offsite planning, internal communications, and other strategic initiatives.

 

Requirements:

• Bachelor's degree in business administration, management, or a related field (or equivalent experience).
• Proven experience (5+ years) in project management or executive support roles.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong attention to detail and problem-solving abilities.
• Excellent written and verbal communication skills.
• Discretion in handling confidential information.
• Ability to work independently, take initiative, and make sound judgments.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Flexibility and adaptability to work in a fast-paced environment with changing priorities.