Job Description: Chief of Staff

1. Job Overview

Khareed Low is seeking a highly organised, commercially minded, and results-driven Chief of Staff to work directly with the Founder & CEO and support the day-to-day management, coordination, and growth of the business.

Khareed Low is a live shopping and online auction marketplace connecting sellers and buyers through an interactive digital platform. As the company grows, we require a capable individual who can help translate the founder's vision into actionable plans, coordinate teams, monitor performance, and ensure that important business objectives are achieved.

The Chief of Staff will act as a key partner to the Founder, providing oversight across business operations, seller acquisition, finance, fundraising coordination, project management, and internal reporting.

The successful candidate must be proactive, trustworthy, commercially aware, and comfortable taking ownership of tasks and following them through to completion. They must be capable of working across multiple departments, identifying problems before they escalate, and ensuring accountability throughout the organisation.

This is a hands-on leadership position within a growing startup, requiring someone who can bring structure, efficiency, and discipline to the business.

2. Key ResponsibilitiesA. Founder Support and Executive Coordination

- Work directly with the Founder & CEO to organise, prioritise, and execute business objectives.
- Translate the founder's ideas, decisions, and strategic priorities into transparent action plans.
- Maintain a central list of business priorities, deadlines, responsibilities, and outstanding decisions.
- Prepare meeting agendas, record decisions, and follow up with the relevant employees to ensure actions are completed.
- Organise internal meetings, management reviews, and business planning sessions.
- Prepare briefings, presentations, reports, and business documents for the founder.
- Manage confidential business information and exercise sound judgement when handling sensitive matters.
- Proactively identify issues requiring the founder's attention and present practical solutions rather than simply reporting problems.
- Protect the founder's time by ensuring meetings, discussions, and escalations are prioritised appropriately.

B. Company-Wide Operations and Team Management

- Coordinate activities across the company's departments and ensure teams are aligned with business objectives.
- Monitor the performance and progress of department heads, managers, and key employees against agreed targets.
- Work closely with the Operations Manager to track seller acquisition, onboarding performance, vendor relationships, and team productivity.
- Work closely with the Chartered Accountant to monitor financial reporting, vendor settlements, payment gateway reconciliation, cash flow, and fundraising preparation.
- Follow up on outstanding tasks and ensure employees meet agreed deadlines.
- Identify operational bottlenecks, communication gaps, and inefficiencies, and recommend improvements.
- Establish regular reporting routines, accountability systems, and standard operating procedures.
- Ensure that responsibilities are clearly assigned and that important tasks do not fall through the cracks.
- Escalate significant performance issues, operational risks, and missed targets to the founder.
- Help establish a professional, accountable, and results-oriented working culture.

C. Project Management and Execution

- Maintain a company-wide project tracker covering business objectives, projects, deadlines, owners, and progress.
- Coordinate the execution of strategic initiatives, product launches, operational improvements, and market expansion plans.
- Ensure that tasks assigned to employees and external service providers are completed on schedule.
- Track dependencies between departments and identify potential delays before they affect business objectives.
- Organise project review meetings and communicate progress to the founder.
- Support the implementation of new systems, tools, processes, and internal workflows.
- Ensure that business priorities are translated into measurable deliverables with clear ownership.
- Recommend ways to improve productivity, reduce unnecessary costs, and accelerate execution.

D. Business Performance and Reporting

- Develop and maintain management dashboards and performance reports.
- Track key company metrics, including seller registrations, active sellers, product listings, live auctions, completed transactions, revenue, and operational costs.
- Coordinate with the Operations Manager and Chartered Accountant to ensure that management receives accurate and timely information.




- Prepare weekly and monthly business performance summaries for the founder.
- Identify underperforming areas, investigate the underlying causes, and propose corrective actions.
- Monitor progress against company objectives, budgets, and agreed milestones.
- Provide the founder with a clear overview of what is progressing, what is delayed, and what requires intervention.
- Use spreadsheets, project management platforms, CRM systems, and other business tools to maintain visibility across the organisation.

E. Fundraising and Investor Coordination

- Work with the Founder and Chartered Accountant to coordinate fundraising activities.
- Maintain a structured pipeline of prospective investors, venture capital firms, angel investors, and strategic partners.
- Track investor communications, introductions, meetings, follow-ups, and outstanding requests.
- Coordinate the preparation of investor presentations, company information, financial reports, and due diligence materials.
- Help maintain an organised investor data room with support from the relevant finance and legal professionals.
- Schedule investor meetings and ensure that required materials are prepared in advance.
- Coordinate internal responses to investor questions and follow-up requests.
- Track fundraising milestones and provide regular updates to the founder.
- Research potential strategic partnerships, commercial opportunities, and funding sources.
- Support the founder during business planning, investor discussions, and expansion initiatives.

The Chief of Staff will coordinate fundraising execution and investor relations but will not independently commit the company to investment terms, issue securities, or make financial commitments without appropriate authorisation.

F. Seller Acquisition and Marketplace Growth

- Monitor the performance of the seller onboarding function and ensure the company is making progress towards seller acquisition targets.
- Work with the Operations Manager to improve seller onboarding speed, activation rates, and vendor engagement.
- Track the number of sellers registered, verified, approved, active, and conducting live shopping sessions or auctions.
- Identify gaps in the seller acquisition strategy and recommend practical solutions.
- Coordinate with marketing and operations teams to support seller recruitment campaigns.
- Help ensure newly onboarded sellers are properly supported and encouraged to list products and start selling.
- Monitor operational issues affecting seller satisfaction, retention, and marketplace growth.
- Support the founder in identifying new commercial opportunities, strategic partnerships, and potential market expansion opportunities.

G. Administration, Systems and Process Improvement

- Ensure the company maintains organised records of meetings, decisions, projects, contracts, and business commitments.
- Coordinate with external service providers, consultants, legal advisers, and other business partners when required.
- Help establish efficient internal communication and reporting processes.
- Identify opportunities to automate repetitive tasks and improve operational efficiency.
- Ensure significant deadlines, renewals, deliverables, and commitments are tracked.
- Support recruitment coordination, employee onboarding, and workforce planning as required.
- Help develop standard operating procedures as the company expands.
- Maintain confidentiality and ensure access to sensitive company information is appropriately controlled.

3. Key Performance Indicators (KPIs)

The Chief of Staff will be evaluated on measurable outcomes, including:

- Percentage of company priorities completed within agreed deadlines.
- Completion rate of action items arising from management meetings.
- Timeliness and accuracy of weekly and monthly management reports.
- Progress against company-wide operational milestones.
- Visibility and accountability across departments.
- Reduction in overdue tasks, recurring operational bottlenecks, and missed deadlines.

Specific targets will be established by the Founder & CEO based on the company's priorities and stage of growth.

4. Qualifications and Experience

- Bachelor's degree in Business Administration, Management, Finance, Economics, or a related field.
- Previous experience in business operations, project management,



management consulting, executive support, or startup operations.
- Experience coordinating multiple teams, managing projects, and tracking performance against targets.
- Robust analytical, organisational, and problem-solving skills.
- Excellent written and spoken English.
- Strong working knowledge of spreadsheets, presentations, project management tools, and business reporting systems.
- Ability to prepare clear reports, presentations, and management summaries.
- Commercial awareness and an understanding of business operations and financial performance.

Preferred Experience

- Experience working in a startup, technology company, e-commerce business, or digital marketplace.
- Exposure to fundraising, investor relations, or business development.
- Experience working directly with founders, CEOs, or senior management.
- Familiarity with CRM systems, operational dashboards, and workflow automation.
- Understanding of seller acquisition, marketplace operations, online payments, or digital commerce.

5. Personal Attributes

The ideal candidate will be:

- Highly organised, disciplined, and dependable.
- Proactive and comfortable taking ownership of responsibilities.
- A strong communicator who can work effectively with employees, management, and external stakeholders.
- Commercially minded, analytical, and solution-oriented.
- Comfortable working in a fast-paced startup environment where priorities can change.
- Capable of handling confidential information with discretion.
- Confident in holding colleagues accountable for agreed commitments.
- Able to distinguish urgent matters from important strategic priorities.
- Focused on measurable outcomes rather than activity alone.
- Willing to challenge inefficient processes constructively and recommend improvements.

6. Authority and Reporting Structure

The Chief of Staff will report directly to the Founder & CEO and will have responsibility for coordinating company-wide priorities, monitoring progress, and following up on agreed commitments.

The role will have authority to:

- Request progress updates and reports from relevant team members.
- Coordinate projects and assign follow-up actions within agreed plans.
- Organise cross-departmental meetings and establish reporting deadlines.
- Escalate missed deadlines, operational risks, and performance concerns to the founder.
- Recommend changes to processes, priorities, and resource allocation.
- Represent the founder in internal meetings when specifically authorised.

The Chief of Staff will not automatically replace department managers or assume unrestricted authority over hiring, dismissals, budgets, banking, vendor payouts, contracts, or investment decisions. Such decisions will remain subject to the company's approved delegation of authority.

7. What Success Looks Like

Within the first 90 days, the successful candidate should:

- Establish a clear system for tracking company priorities, projects, deadlines, and responsibilities.
- Implement a consistent weekly reporting process for the founder.
- Create visibility into the performance of the Operations Manager and Chartered Accountant.
- Ensure outstanding management decisions and action items are followed through.
- Establish a structured overview of fundraising activities and investor follow-ups.
- Identify the most significant operational inefficiencies and recommend improvements.
- Reduce the amount of time the founder spends chasing routine updates and coordinating everyday tasks.

Over the longer term, the Chief of Staff should help Khareed Low build a disciplined and scalable operating structure, allowing the founder to focus more time on strategy, fundraising, partnerships, and company growth.

8. Overall Objective

The Chief of Staff's primary objective is to help the Founder & CEO run Khareed Low more effectively by ensuring that the right priorities are identified, the right people are accountable, decisions are implemented, and the business continues to progress towards its strategic goals.

This is not simply an administrative position. It is a business execution role for someone who can turn the founder's vision into measurable results and help build a successful, scalable company.

- Improvement in coordination between the Operations Manager, Chartered Accountant, and other teams.
- Progress in seller acquisition and activation targets through operational oversight.
- Timeliness of fundraising preparation and investor follow-ups.
- Implementation of improved systems, processes, and reporting tools.
- Founder satisfaction with the quality of execution, communication, and operational support.

Pay: ₹16,000.00 - ₹60,000.00 per month

Work Location: In person

📌 Chief of Staff (Vadodara)
🏢 Khareed low Commerce private
📍 Vadodara