Chief of Staff

Note from the Hiring Manager

We're at a pivotal moment. PhantomBuster is building out its leadership team, and we need someone who can step in, drive execution, and keep us moving forward while we scale.

The Chief of Staff role is unique and focused on Building, not Running. At PhantomBuster, we distinguish between two types of projects:

• Build projects: Creating new systems, processes, or initiatives from scratch
• Run projects: Managing ongoing operations and maintaining existing systems

As Chief of Staff, you'll own the most urgent Build projects that directly shape our future. You'll work across every part of the business, filling gaps and delivering on short-term priorities that matter most. Your mindset should always be set on Building. Once a project is mature enough to be delegated and run by someone else, it must be handed off. This ensures you stay focused on the next critical Build initiative.

If you thrive on ownership, adaptability, and impact, this role will challenge you and us in the best way.

TL;DR

We're looking for a Chief of Staff to own and execute critical Build projects across departments, ensuring operational continuity and driving alignment during a period of rapid leadership team growth.

About PhantomBuster

Sales teams don't need more contacts: they need smarter ways to find and act on real opportunities. That's the core problem we want to solve.

That's why PhantomBuster is transforming. We're moving from a catalog of automation tools to an AI-powered coach product that helps sales teams build high-intent pipelines. This is a major shift with a full product rebuild.

To make this a reality, we're quickly expanding our leadership team with top-notch Talent who can drive this transformation and structure the team. We already have thousands of active users and strong brand awareness as the OGs of the lead sourcing automation market. Now we're turning that momentum into a new generation product for the AI era.

About the Role

The Chief of Staff reports directly to the CEO and operates as part of the Strategic Committee. This role exists to ensure operational continuity during a critical growth phase as we expand our leadership team.

You'll work flexibly across departments, taking on Build projects that need immediate attention. You'll interact with every part of the organization, from strategy to execution, ensuring alignment and delivery.

What You'll Do

Current priorities: Operations

• Organize and structure the Operational Committee (composed of department Heads) to drive clarity and execution
• Establish the annual roadmap and ensure it aligns with company goals
• Oversee the recurring calendar and KPI monitoring systems
• Support the COO recruitment process from strategy through offer

Daily operations:

• Sync with the CEO every day for 30 minutes to align on priorities
• Participate in Strategic Committee evening check-ins on performance and key questions
• Work with any team member across the company to complete assigned projects

Who You Are

Must-haves:

• Proven ability to bootstrap projects from 0 to 1
• Strong project management and organizational skills
• Experience delegating effectively and ensuring accountability
• Ability to anticipate needs and manage multiple priorities
• Track record of timely delivery on complex initiatives

Nice-to-haves:

• Experience in high-growth startups or scale-up environments
• Familiarity with fundraising processes and investor relations
• Background working closely with C-level executives

You'll Be a Great Fit If

• You have relational finesse and organization dynamics awareness
• You demonstrate emotional maturity and self-awareness
• You bring an entrepreneurial mindset and adapt quickly
• You explain complex topics with pedagogical clarity
• You operate with a strong sense of urgency and execution drive

What Success Looks Like (First 6–12 Months)

• Build projects are delivered in a timely fashion
• The Strategic Committee operates with a clear structure
• COO hired and onboarded successfully
• Annual roadmap established and actively guiding company priorities
• KPI monitoring system in place and used by leadership

What's in It for You

• Work directly with the CEO on the most critical company priorities
• Shape the future of a profitable, AI Tech SaaS company
• Competitive fixed and variable compensation package
• BSPCE (stock options) included
• Relocation support provided if needed
• High autonomy and immediate impact on company direction

Our Values

The way we work is guided by three core values:

• Just Own It — Take responsibility and drive results
• Come with a Solution — Bring ideas, not just problems
• Go Team Mike, Go — Support Mike, our user persona, and win together

Recruitment Process

1. Screening with our Talent Partner, Jakub (45 minutes)
2. Job Fit interview with our CEO, Guillaume (30 minutes)
3. Live roleplay exercise with Guillaume (60 minutes)

AI Guidelines

At PhantomBuster, we use AI tools daily to build things faster. As the use of AI in recruitment might have multiple implications, we want to be transparent about how we might use it and how we expect you to use it during our recruitment processes.

How we use AI:

• Draft and refine job descriptions and case studies,
• Draft emails during the process,
• Find interview timeslots,
• Summarize interview notes,

How we don't use AI:

• Assess your CV or profile,
• Evaluate interview performance,
• Conduct interviews,
• Grade technical tasks or case studies.

You interact with humans. Period.

We invite you to use AI throughout the recruitment process. However, we want to meet YOU, not machine-generated responses. Your unique perspective matters so much more than perfect AI answers.

Feel free to use AI to:

• Research our company, team, or product,
• Refine your CV, portfolio, or LinkedIn profile,
• Prepare for interviews and brainstorm potential questions,
• Polish your case study or presentation,
• Draft emails to us,

Let us know throughout the process how you used AI - we are curious to learn.

Don't use AI to:

• Search for answers during interviews (unless we ask),
• Create documents (CV, portfolio, presentation) from scratch without your input,
• Build case studies or technical tests without your personal touch.

If you have any questions, we would love to hear from you →

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