HiOctave (HiO) is an AI-driven CX platform with a bold mission: Empowering SMBs with CX superpowers once reserved only for the largest enterprises. We help SMBs turn data into real-time customer interactions that amplify their strengths, increase retention, improve conversion, and drive growth. Backed by a top-tier VC, we’re in build mode and hiring foundational talent to shape our operating system and scale from Seed to next stage.

Location: New York Metropolitan Area (Hybrid)

Reports to: CEO

Objective:

Join HiOctave as one of the first business hires, working directly with the CEO to build the company’s operational backbone. This role is ideal for a high-ownership, resourceful generalist who thrives in zero-to-one environments, loves problem-solving, and thrives in a role wearing multiple hats. You will be the CEO's right hand in the middle of it all - turning ideas and challenges into motion and scale, and experiencing what it truly means to build a startup from the ground up.

This is a high-exposure, high-growth role - scope and priorities will evolve with the company’s needs.

Key Responsibilities:

Operating System & Processes

Define new processes & technologies to solve previously un-encountered, first-pass problems
Implement early reporting cadences (MBRs/QBRs/OKRs, leadership syncs) and ensure decisions translate into clear owners, action items, and timely execution. Create repeatable playbooks for future cycles.

Develop and maintain work plans

Build and manage detailed work plans for key initiatives, including timelines, milestones, dependencies, and regular status reports to ensure accountability and alignment.

Budgeting & Finance

Partner with Finance to develop internal systems for forecasting, tracking and scenario planning (runway, headcount, use of proceeds).

Board & Investor Relations

Prepare board materials, quarterly updates e.g. metrics, milestones, risks.
Support commercial and financial deliverables, including modeling and data room preparation.
Define communication cadence and template for board and investor relations

Onboarding and People Operations

Support hiring, post job openings, manage candidate pipelines
Build the talent playbooks for recruiting protocols and employee onboarding e.g. roles, tools, culture

Vendor & Partner Management

Own relationships with our US services (office, HR, finance, legal etc.) to ensure quick and accountable execution - build performance tracking system for easy management and reporting
Own cross-border coordination with the overseas team, including external service providers
Manage company budget and cash flow tracking e.g. expense tracking, invoice reviews, vendor management, and financial process setup
Build simple playbooks for recurring tasks for easy alignment with leadership

Social Media & Communications:

Own the company’s LinkedIn presence, job posts and related digital touch points - helping shape how HiOctave communicates with the world.

Who You Are:

A structured, operational and analytical thinker with strong business judgment and attention to detail.
3+ years of experience in startup business operations, investment operations and working directly with early-stage founders.
Bachelor’s degree in business, economics, finance, or a related field is required; MBA or equivalent advanced degree is preferred.
Hands-on experience working in or with VCs or startups, understanding both the strategic and operational dynamics of early-stage companies.
Comfortable in a fast-paced, high-ambiguity environment where priorities evolve quickly.
Excellent communicator, skilled at turning complex insights into clear, actionable decisions.
Excited by the opportunity to work side-by-side with the founding team and help shape the company from day one.

If you’re ready to build from zero, move fast, grow with us and make an impact, we’d love to meet you.

Compensation Range: $85K - $105K + Equity, Health, dental, vision, 401k

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