Chief of Staff

Job Description

About Iota Finance

Iota Finance is a modern, fully remote accounting and tax firm for small businesses, venture-backed startups and real estate investors. "Not Your Father's Accountant." We're their back-office finance team: books, monthly closes, tax returns, payroll and advisory. Both our team and our clients work across the world; we're AI-forward, and we're building our own software instead of bolting technology onto an old practice.

The role

We're hiring a full-time Chief of Staff to work directly with our Managing Partner. This is part executive assistant, part operations manager and part project manager. The firm has grown faster than its systems, and it's time to streamline and consolidate. You'll run the Managing Partner's email and calendar, make sure every commitment gets followed through, drive the firm's most important projects to done, and build the processes that keep work from landing back on his desk.

We want someone excellent. If you've been the person a founder couldn't function without, and you'd tell them when they're wrong, keep reading.

What you'll do

Run the Managing Partner's day

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• Triage his inbox twice daily: reply, draft, delegate, schedule or archive. Nothing that needs an answer sits longer than one business day.
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• Own his calendar: no double-books, protected focus time, and roughly 40 client meetings a month scheduled, prepped and followed up.
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• Capture every commitment he makes, assign an owner and a date, and follow up until it's closed.
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Drive the firm's priority projects

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• Keep one tracker of firm-level projects, each with an owner, milestones and dates.
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• Run the weekly priorities review and push the team to hit their dates.
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• Report status before anyone has to ask, and flag slips early with a recovery plan.
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Own the operational layer

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• Run client onboarding and offboarding end to end, including updating both processes.
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• Triage firm inbound (client portal messages, notices, team requests, new leads) and keep us inside our 48-business-hour client response standard.
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• Turn every handoff into a documented process with an owner, and keep our SOP library current.
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• Coordinate new-hire onboarding, recruiting logistics and vendor renewals.
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And push back

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• Flag what's breaking, bring options, and say so when something on the list shouldn't be done at all.
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What you'll need

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• 5+ years supporting a founder or executive directly, or running operations or projects in a fast-moving small company.
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• A project you ran end to end that you can walk us through, including what went wrong.
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• Evidence you've built or fixed a process: an SOP, a checklist or a tracker you can point to.
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• Excellent written English. You'll write on the Managing Partner's behalf.
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• Comfort with Google Workspace, Slack, spreadsheets and project tools, and the ability to pick up new software without a walkthrough.
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• Daily AI use, with workflows you've actually built, and a clear view of where it stops.
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• Sound judgment with confidential client information.
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• Full-time availability, 8 AM to 5 PM US Eastern Time.
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• The willingness to tell your boss he's wrong.
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What sets you apart

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• Professional-services or accounting-firm background.
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• Familiarity with TaxDome, QuickBooks Online, Gusto or HubSpot.
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• You've built automations (Zapier, Make, Claude or ChatGPT workflows) that removed real work.
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• You've worked remotely with an owner who's hard to pin down, and it worked anyway.
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What success looks like

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• Week 1: you're running the Managing Partner's inbox and calendar.
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• Day 30: client onboarding and offboarding are off his plate, offboarding is documented, and his open items live in one tracker you built.
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• Day 60: you're running the weekly priorities review and the firm's project tracker.
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• Day 90: he can be unreachable for a week and nothing stalls.
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How we hire

A 30-minute conversation, then a live working exercise built around a real week at the firm (an overloaded inbox, a calendar conflict and a project that's slipping), then a final conversation and references. We care how you think, not how many tools are on your resume. Please answer the screening questions carefully. They're specific to this role and we read every answer.

Why Iota

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• Fully remote.
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• Flexible hours after your first 90 days. We measure output, not hours.
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• Half-day Summer Fridays in June and July.
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• Paid holidays and PTO, and we expect you to use them.
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• Lunch on us twice a week in busy season.
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• Real investment in your growth: certifications, software training and mentorship.
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• You'll work directly with the founder of a growing firm, see how every part of it runs, and help shape how a modern firm operates.
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