Chief of Staff / Business Operations Manager

SOFTPROM is looking for a proactive and highly organized Chief of Staff / Business Operations Manager to support Managing Director, and ensure high execution speed and accountability across a portfolio of internal “startup-like” initiatives (AI automation, media/content growth, new service lines) and core operational control.

This is a tactical execution + operational governance role (not a personal assistant role). You will work directly with the Managing Director to translate goals into actionable plans, drive disciplined follow-up, remove blockers, align leaders across countries/functions, and keep strategic projects on track with clear metrics and reporting.

Key Responsibilities:

Execution Control & Follow-up

• Track and control execution of the Managing Director’s priorities across teams, regions, and departments
• Ensure owners, deadlines, KPIs, and expected outcomes are defined for each initiative
• Run proactive follow-up: identify bottlenecks, risks, and misalignment early; escalate and drive resolution
• Ensure decisions are converted into tasks in the system (e.g., Jira) and executed with discipline

Strategic Projects Reporting (Portfolio Management)

• Build and maintain a structured reporting system for strategic initiatives (status, milestones, blockers, next steps, KPIs)
• Prepare weekly/monthly executive dashboards and concise summaries for the Managing Director
• Organize strategic project reviews; ensure accountability of project owners and corrective actions where needed
• Monitor “plan vs. fact” execution and trigger urgent reviews when projects deviate

Automation & Digital Transformation Control

• Oversee and monitor automation projects across Sales and Marketing operations (CRM workflows, reporting automation, process optimization, internal tools)
• Coordinate internal stakeholders and vendors (if applicable) to ensure smooth implementation
• Track delivery quality, timelines, adoption, and business impact

AI Projects Oversight (Operationalization)

• Support the Managing Director in controlling AI initiatives: PoCs, pilots, deployments, and internal enablement tools
• Ensure AI projects have clear business goals, success metrics, ownership, timelines, and risk checks
• Drive operational discipline: documentation, reporting, cross-team synchronization, and execution follow-through

Media / Influence & Market Communication Initiative 

• Coordinate the launch and execution of a media/content initiative (e.g., YouTube and related channels)
• Ensure clear goals (reach, engagement, funnel impact), production plan, roles, cadence, and tracking
• Align internal experts, marketing resources, and external support as needed

New Service / Practice Build-Out Support ( PM Consulting)

• Coordinate internal build-out of new service direction(s) (e.g., project management consulting, tooling adoption like Jira/Confluence enablement, delivery models)
• Drive execution of GTM steps: internal readiness, packaging, enablement materials, early customer pilots, measurable rollout

Managing Director Schedule & Priority Management (Business-Focused)

• Structure communication flow to the Managing Director: priorities, decisions required, key escalations
• Organize and coordinate meetings/webcalls with internal and external stakeholders (vendors, partners, key customers)
• Prepare agendas/briefing notes; capture action points and ensure follow-up execution

Note: this role is not responsible for personal errands/travel/lifestyle logistics typical for a personal assistant.

Leadership Alignment & Communication

• Maintain cross-functional alignment between Sales, Vendor Management, Finance, Marketing, and Country teams
• Ensure consistent communication on priorities, decisions, and execution status
• Support change management and execution discipline across the organization

Requirements:

• Proven experience in roles such as  Business Operations Manager, Operations Manager, Program Manager, Strategy Execution, or Senior Project/Portfolio Manager
• Strong ability to drive execution through structured follow-up, metrics, and stakeholder alignment
• Experience building reporting frameworks and managing multi-project portfolios (“startup portfolio” style is a strong plus)
• Practical understanding of automation/digital transformation initiatives (CRM, reporting, process automation)
• Strong interest and hands-on exposure to AI initiatives from pilot to operational rollout
• Solid understanding of finance operations, controlling, and risk management (credit limits is a strong plus)
• Ability to work with senior stakeholders and regional/country leaders with maturity and credibility
• Excellent communication and documentation skills (clear, concise, structured)
• High ownership, discretion, reliability; comfortable with high responsibility and fast pace
• Fluent English (German is a plus)
• Experience in B2B IT /  vendor-partner ecosystem is a strong advantage

We Offer:

• B2B Contract with an Austrian company
• Full remote
• Paid vacation up to 25 working days;
• Paid sick leave;
• Opportunity to grow into a broader operations / program leadership role

About SOFTPROM

Softprom is a leading Value Added IT Distributor in the CIS and Eastern Europe markets which is trusted by more than 1200 partners. The company was founded in 1999 and today is represented in more than 30 countries.