Back Office Administrator / Chief of Staff

We are seeking a high-performing Back Office Administrator / Chief of Staff to drive operational excellence across our firm. This is a critical role for someone who thrives on structure, precision, and progress. You will manage our back-office operations, oversee accounts payable and receivable, and support the leadership team with a mix of administrative, financial, and strategic coordination responsibilities.

This position will begin with core administrative and accounting processes and expand into broader chief of staff activities such as marketing coordination, AI automation, and operational strategy.

This role is being hired on a contract-to-hire basis, though we would consider full-time employment for the right candidate.

Manage accounts payable and receivable monthly using our time and billing software (BigTime). Collect and process leadership expenses and coordinate with our accountants and payroll vendors. Ensure accurate monthly reporting and assist with operational budget tracking.

Administration

• Manage accounts payable and receivable monthly using our time and billing software (BigTime).
• Collect and process leadership expenses and coordinate with our accountants and payroll vendors.
• Ensure accurate monthly reporting and assist with operational budget tracking.
• Lead back-office documentation and legal upkeep, ensuring all corporate records and contracts remain up to date.
• Prepare materials and logistics for industry conferences and events.
• Support the leadership team with scheduling, travel coordination, and follow-ups.

Technology and Automation

• Be comfortable working with new and unfamiliar technology, learning quickly, and figuring out how to apply it effectively.
• Implement agentic AI solutions to automate and streamline repetitive administrative processes.
• Partner with our technical team to evolve back-office systems using AI, data, and automation tools.

Marketing and Communications

• Assist with marketing activities such as managing lead lists, preparing materials, and coordinating campaigns.
• Support updates and improvements to the Captios website, depending on aptitude and interest.
• Help maintain consistent branding and communication across digital channels.

Chief of Staff Evolution

• Gradually take on strategic coordination tasks, assisting with marketing efforts, lead list management, and cross-functional projects.
• Drive documentation, organization, and efficiency across the company.

• Exceptionally detail-oriented with a bias toward action.
• Comfortable wearing multiple hats and willing to do whatever it takes, even in less glamorous situations.
• Experienced handling AP/AR and basic accounting for a professional services or consulting firm.
• Technically curious and excited to explore how AI and automation can improve efficiency.
• Able to work independently and deliver results without constant direction.
• A clear communicator who brings calm, clarity, and organization to a fast-paced environment.

• At Captios, you will be part of a firm that is growing fast and operating at the intersection of digital transformation, AI, and agribusiness innovation.
• We are remote-first, but collaborate in person regularly through client visits, offsites, and team events.
• We are a high-output, low-ego culture that is approachable, collaborative, and focused on results.
• You will have the opportunity to evolve your role as the company grows, including developing automation, marketing, and leadership support functions.

• Contract-to-hire ideal, with potential for full-time employment. For the right candidate, we would consider full-time.
• Full-time or flexible hours considered, based on experience and fit.
• We will ask for a reference from a recent boss or advisor as part of the process.
• Compensation range: $30–$45 per hour, depending on experience and fit.