Chief of Staff & Operations

Agent F GmbH; Berlin; Hybrid; EUR 90,000 - 130,000; Full time

Job summary

Agent F GmbH in Berlin seeks a senior operations leader to own the end-to-end finance and admin function as the company scales. You will run projects, inbox, and finance workflows, building automations and AI-backed processes on our own stack.

You will coordinate contracts, notary and compliance, onboarding new hires, investor updates, and reporting to the CEO. The role blends operating leadership with hands-on execution in a fast-growing startup.

Qualifications

• Operations or finance operations with end-to-end ownership.
• German administration and accounting: invoices, monthly close inputs, VAT
• Project management across a company: owners, deadlines, status
• Building workflows and automations with modern tools and AI agents
• Working with external counsel, notaries, banks and providers
• Clear, short written communication in German and English.

Responsibilities

• Maintain the company project list and report progress weekly.
• Triage inbox and follow-ups for leadership.
• Oversee finance operations: monthly close inputs, VAT, filings.
• Own internal knowledge/workflow system and AI agents.
• Handle contracts, notary, registry processes and compliance.
• Assist onboarding and hiring processes.
• Investor and board operations: monthly updates, data room, KPI pack.

Skills

Operations management

Finance operations

Project management

German/English communication

AI automation

Tools

ERP software

Accounting software

AI automation tools

Job description

About Agent F

Agent F is building an autonomous finance function: software that takes on the work of keeping a company’s finances in order. That means bringing information together from different systems, recording transactions correctly, preparing useful reports, and helping people understand what needs their attention.

Today, much of this work depends on spreadsheets, repeated data entry and people checking one system against another. Our ambition is to make that work increasingly automatic, while keeping every number explainable and every consequential action under clear control.

We are building towards a complete business management system for growing companies. This role will shape both the company and the way we work.

About the role

You will run the inside of Agent F. Projects get carried through end to end, the inbox and the follow-ups behind it get resolved, finance and administration simply work, and whatever can be automated internally gets automated, on our own technology wherever possible. The point is leverage: leadership stays on C-level sales, product, strategy and investors, and the company runs smoothly underneath.

This is an operating role with a lot of freedom. Some weeks the most important thing is a notary appointment, a filing deadline or a payment; other weeks it is a project that has stalled, a new hire who needs a proper first week, or a workflow that should never have needed a person in the first place. You decide what matters, you make it happen, and you make sure it does not come back.

You will also lay the foundation for what comes next. We expect to grow quickly. The processes, documentation and automations you build now are what let the company double without doubling its administration. Agent F is its own first customer: our finance operations should run on our product, and you will make sure they do.

What you will build and own

• Project execution. Maintain the company project list. Every project has an owner, a next step and a date. Chase, unblock, close. Report weekly which projects are on track, at risk or done.

• Inbox and follow-ups. Triage, prepare and resolve what lands with leadership. Track follow-ups across customers, investors, partners and providers so nothing stays open without an owner.

• Finance operations. Monthly close inputs for the tax advisor, invoice flows, expense and card management, payroll inputs, cash reporting, VAT and filing deadlines. Automate these flows on our own stack first.

• The second brain. Own the internal knowledge and workflow system and its AI agents. Every recurring task is automated or delegated before it gets a second owner.

• Legal and admin operations. Contract templates and signatures, notary and registry processes, insurance, the compliance register, data-protection documentation. Work with external counsel; own the follow-through.

• People operations. Assist in onboarding new hires, keep the hiring process running (scheduling, candidate communication, paperwork) and handle contracts and equity documentation.

• Investor and board operations. Monthly updates, data room, KPI pack, meeting logistics; the numbers are ready on time.

For example, a new customer contract, a notary appointment for the GmbH and a VAT filing all land in the same week while the CEO is travelling. You would get the contract signed, the appointment prepared and the filing submitted, and then set up the workflow so that the next contract, appointment and filing need no one to chase them.

What you bring

You have five or more years in roles that combined operating responsibility with structure: startup operations, finance operations, consulting followed by an operating role, or a founder’s office in a scaling company. You have run a function end to end and can show processes that still work without you.

You can explain how you took a messy, recurring piece of work and made it disappear (through a process, a tool or an automation) and what it freed up. You are comfortable with numbers, contracts and tools, and you use AI tools to build automations as a matter of course.

Core experience

• Operations or finance operations in a startup or scaling company, with end-to-end ownership of a function.

• German administration and accounting: invoices, monthly close inputs, payroll inputs, VAT and filings, working with a tax advisor.

• Project management across a company: owners, deadlines, status, escalation.

• Building workflows and automations with modern tools and AI agents; documenting them so others can run them.

• Working with external counsel, notaries, banks and providers; contracts and signatures.

• Clear, short written communication in German and English.

Useful additional experience

Experience in a founder’s office or chief-of-staff role; investor reporting and data rooms; people operations and onboarding; experience with accounting or ERP software from the user side.

What early progress could look like

In your first months, you would take over the project list and the inbox, get the monthly finance operations running on a fixed rhythm, and automate the first two or three recurring flows. You would onboard the next hires and set up the hiring process so that it runs without leadership attention.

We would look for projects that close on time, an inbox with no orphaned items, filings and numbers delivered on schedule, and a growing list of work that no longer needs a person.

Operational excellence and customer commitments

You take pride in a company that runs smoothly. When something in operations needs a same-day answer (a payment, a filing, a signature, an escalation that landed with leadership), you handle it or find the person who can, and you stay on it until it is done.

Availability during travel and fundraising phases is part of the role. You keep people informed, close loops and improve the process afterwards so that the same situation needs less attention next time.

How you will work

This is a senior founding role reporting to the CEO, with the freedom to decide week by week what the inside of the company needs most. You will work with every function (sales, engineering, marketing) and with our external advisors and providers. You will use AI tools and our own product to automate your work and remain responsible for the result.

Everyone shares responsibility for the whole company and the customer outcome. You will pick up the most important work or whatever is on fire, including tasks outside your specialty. You take initiative, bring in the right expertise and stay involved until the problem is resolved. Customer impact and urgency determine where you focus.

The role is full-time and based in Berlin. We work from our offices in Neukölln and Mitte and expect regular presence there. Hybrid arrangements with regular days in the Berlin office are possible in exceptional cases. Fluent German is required.