Chief of staff / admin / ops

About Acai Travel

Acai Travel is revolutionizing the travel industry through AI-driven technology. We're a seed-stage startup with $4M in funding, backed by industry veterans and partnered with leading brands like Lastminute.com , Hopper, World Travel Inc., Globespan, and kiwi.com among many. With teams in New York, Barcelona and India, we're building the future of travel technology.

Role's main objectives :

Support Acai's executive team with execution tasks so that execs can be more strategic at times

Design systems and processes to optimize the company

Responsibilities

Company efficiency :

Create AI tools (e.g. with Lindy.ai ) to help the company be more streamlined and efficient

Revenues :

Create and monitor customer billing processes

Account receivables follow ups

Optimize financial setup so that we don’t pay too much in stripe fees

Finance :

Adjust the business plan every quarter according to the latest development

Try to optimize the financial setup, create RFPs and score prospect suppliers

Try to find the best investment instruments and forecast

Update current investors every quarter on company’s progress and status

Update prospect investors with a newsletter with major achievements

Entertain contact with inbound VC firms, profile them, maintain a fundraising pipeline

Board of Directors :

Participate in executive meetings and BOD meetings, when applicable

Prepare board of director minutes

Prepare BOD resolutions

Keeping track of follow up items

Legal :

Check legal agreement for things that do not make sense and flag them

Prepare / coordinate license agreements and NDAs for customers

Coordinate with our external lawyer for simple agreements (commercial, NDA, suppliers…)

HR : Run payrolls and EOR

Track all hardware

Track systems people got access to

Onboard new employees, set up their payroll, send contracts, NDAs, etc…

Manage bonuses and compensation changes agreements

Help tracking candidates and schedule meetings when needed.

Help with company culture

Help organizing company activities

Accounting :

Track all expense categories and organize with the bookkeeper

Pay all suppliers and check that invoices are correct

Random checks to make sure all credit cards are correct, employees expenses are correct, etc…

Routine check to make sure Vendor SaaS products are actually used in the company.

Compliance :

Make sure HR system, banks, EOR, Credit cards, bill pay are all in compliance and working

Manage SOC2

Coordinate with the reps of our financial systems when something does not work (Ramp, Deel, Stripe, Mercury, Chase, Puzzle)

Executive assistance :

Manage executives emails, organize, reply when possible, flag to executives when something is time sensitive

Growth Opportunities

A Launchpad for Future Founders

This Chief of Staff / Operations role is more than a job—it’s an intensive training ground for aspiring startup founders. By stepping into this role, you’ll gain unparalleled exposure to every aspect of building and scaling a startup, essentially giving you a front-row seat to the entrepreneurial journey. Think of it as “Startup Founder School,” where you’ll learn by doing.

What You’ll Learn :

• Strategic Thinking at the Executive Level : You’ll collaborate directly with the executive team, participating in high-stakes decision-making processes. From crafting business strategies to executing quarterly plans, you’ll understand what it takes to lead a company.
• Building Scalable Systems : Learn how to design and implement systems that can grow with a business, from AI-driven efficiency tools to financial forecasting models. This hands-on experience is invaluable when starting your own venture.
• Full-Spectrum Business Acumen : Dive into every area of operations, including revenue optimization, finance, HR, legal, and compliance. By working across departments, you’ll develop a comprehensive understanding of how each function contributes to a thriving business.
• Raising Capital and Investor Relations : Gain firsthand experience in managing investor relationships, preparing quarterly updates, and navigating fundraising processes. You’ll understand the nuances of pitching to investors and maintaining their confidence.
• Product Development & Market Validation : Work on mini product research and development cycles, learning how to quickly test ideas, gather feedback, and iterate—a core skill for any founder.
• Culture Building & Leadership : Play a key role in shaping company culture, organizing activities, and leading initiatives. You’ll experience the challenges and rewards of building a team and fostering a cohesive work environment.

Why It’s a Founder School :

What This Prepares You For :

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