Job Details

As Chief of Staff at Pilgrim, you will work directly with the CEO to manage communication, coordination, recruiting, and external-facing operations across the company. You will structure proposals and slide decks, triage priorities, run the recruiting pipeline, support key meetings, and ensure projects move on schedule. This is a hands-on role that requires strong writing ability, operational discipline, and reliable follow-through across multiple parallel workstreams.

Responsibilities

• Write and edit proposals, capability briefs, internal memos, and partner documents; compile and structure technical inputs from biology, hardware, and software teams.
• Build and maintain slide decks using Slides or Figma, producing focused versions for specific agencies, partners, and technical audiences.
• Manage the CEO's inbox and calendar by filtering inbound messages, organizing schedules, preparing materials, and tracking follow-up actions.
• Translate high-level decisions into clear task lists with owners and deadlines; monitor progress and escalate blockers quickly.
• Run the recruiting pipeline end-to-end: manage postings, screen resumes, conduct initial interviews, and maintain an organized pipeline across roles.
• Plan and coordinate on-site events, visits, demos, and small community gatherings, including logistics, schedules, and run-of-show details.
• Support external coordination such as flight booking, meeting preparation, vendor interactions, and basic financial workflows (payroll, invoices, expense tracking).
• Maintain internal alignment by conducting check-ins with contributors, tracking deliverables, and ensuring consistent execution across projects.
• Assist with concise content generation-summaries, recaps, or draft outlines for technical or external communication needs.

• Strong writing ability with samples demonstrating clear, structured communication (essays, reports, briefs, or similar).
• Experience creating slide decks and working with presentation tools such as Google Slides or Figma; ability to produce clean, well-organized visuals.
• Experience in operational roles such as Chief of Staff, program coordination, consulting, or similar environments requiring cross-functional management.
• Highly organized with strong follow-through; able to track multiple parallel workstreams without losing detail.
• Comfort interacting with engineers, scientists, partners, and visitors; able to maintain clear and direct communication.
• Familiarity with recruiting workflows, talent screening, and pipeline organization.
• Ability to learn new technical domains quickly and summarize key information accurately.
• Comfort with basic operational tasks such as scheduling, travel booking, vendor coordination, and handling sensitive communications.