Chief of Staff

Vapi (/ˈVɑːpi/):

• Voice AI that resolves, not transfers

• Powering 1 billion calls for companies like Amazon Ring, Intuit, ServiceTitan, and New York Life

• Trusted by 1 million developers building the future of voice agents

• Backed by Peak XV, Bessemer, Kleiner Perkins, M12, Y Combinator, and more with $72M raised

• Try talking to Vapi now!

Why We’re Hiring This Role:

• Vapi is scaling fast, and the CEO's time is the company's scarcest resource. We're hiring a Chief of Staff to be a true force multiplier: someone who runs the operating system of the leadership team so the CEO doesn't have to. You'll run our leadership meetings, own goal setting, track every commitment, and hold the leadership team accountable for delivering. You'll also take an ambiguous, high-stakes problem, run it to ground, and either solve it directly or stand up the team and process to solve it.

• This is not a scheduling or note-taking role, and it is not a gatekeeper role. You'll have full access to the information the CEO has: their inbox, their calendar, their meetings, their decisions. In exchange, you make sure the company actually executes. It's the most intense operating training that exists, and it's a role for a builder who wants to sit at the center of the company, touch every function, and grow into a broad operating leader. If you've founded something, been a founding employee, or thrived in the chaos of an early-stage company, you'll feel at home here.

What You’ll Do:

• Leadership meetings: Design and run the weekly leadership meeting and the broader operating cadence. Set agendas, make sure everyone shows up prepared, keep the discussion on track, drive to decisions, and close every meeting with clear owners and dates.

• Goal setting: Run the company's goal-setting process (quarterly and annual OKRs or equivalent). Work with each leader to turn strategy into crisp, measurable goals, and make progress visible to the whole company.

• Accountability for leadership: Be the person who follows up. Track every commitment the leadership team makes, surface slippage early and directly, and make sure the CEO never has to chase. When something is off track, you say so, in the room, to the people who own it.

• Action tracking: Own the system of record for decisions and actions coming out of leadership, board, and CEO meetings. Nothing falls through the cracks on your watch.

• Cross-functional problems: Take ownership of the ambiguous problems that don't have an obvious owner and drive them to measurable outcomes.

• CEO leverage: Shadow the CEO closely in your first months, then steadily take work off their plate: drafting communications, prepping for board and all-hands, running key hiring loops, representing them in meetings. You draft on their behalf; you never intercept for them.

• What the First 90 Days Look Like:

  • 30 Day: Embed with the CEO and shadow them in every major meeting. Learn the product deeply enough to speak credibly with customers and engineers. Build a clear map of how the company runs today: goals, metrics, open decisions, and where things are stuck. Take over the leadership meeting agenda and follow-ups.

  • 60 Day: Fully own the leadership operating cadence. Stand up the action-tracking system and the accountability rhythm. Get to a crisp view of company metrics and goals, and make sure priorities are clear and progress is visible. Take on one or two cross-functional problems the CEO cares about.

  • 90 Day: Operate as a trusted extension of the CEO. Run goal setting end to end, make and communicate decisions on their behalf, and run key company processes (planning, board prep, all-hands, key hiring loops). Identify the next set of high-leverage problems and either own them or build the team to own them.

Who You Are:

• You can hold the room. You have the energy, structure, and confidence to run a meeting of senior leaders, keep it honest, push back when needed, and hold people to what they committed to. You're direct without being abrasive, and you don't avoid hard conversations.

• Exceptionally organized and process-minded. You bring order to ambiguity, build systems that stick, track the details, and make sure things actually get done. Follow-through is your default, not an effort.

• 4+ years of experience. You may be early in your career, and that's fine if you've seen some stuff: a founding team, a hypergrowth company, a hard turnaround, or a demanding operating environment where you had real ownership. We care about what you've lived through, not your title.

• A strong business generalist with a technical bent. You don't need to write production code, but you can go deep on a technical product, run meetings with engineers, and reason about how the product and market fit together.

• You’ve founded a company, been a founding employee, or otherwise operated with a high degree of ownership in a fast-moving environment. Prior "Chief of Staff" experience is not required. We care about the operating instinct, not the title.

• A fast learner who picks up an unfamiliar domain quickly and gets to competence faster than seems reasonable.

• An excellent communicator, written and spoken. You can summarize a messy discussion into a crisp decision, and you're comfortable communicating to executives on the CEO's behalf.

• Comfortable owning a broad and shifting set of responsibilities. One week strategy, the next operations, the next a critical hire.

• Ideally, some consulting, banking, or similar structured-problem-solving background. You know how to break down a messy problem and communicate crisply to executives. Nice to have, not required.

• High trust, high judgment, and low ego. You'll be in every room, including comp and challenging conversations, and you treat that access as a responsibility. You're happy to do the unglamorous work and to give away the wins.

How We Work:

• Build something worthy of love

  • Craft matters. We aim to build products and experiences customers genuinely love, not just tolerate.

• Commit and follow through

  • We finish what we start and build trust by being people others can count on.

• Why not today?

  • We value urgency and momentum. The fastest path to customer value usually wins.

• Seek raw input

  • We go directly to customers, data, and teammates instead of relying on summaries or assumptions.

• It’s our problem

  • We operate as one team. We share credit, own mistakes together, and support each other when things get hard.

• Be direct and kind

  • We give feedback clearly, respectfully, and without delay.

Why Vapi:

• Generational impact: Build the human interface for every business

• Ownership culture: a large portion of our workforce is former founders

• Kind team: The founders, Jordan and Nikhil, are Canadians

• Tier-1 Investors: YC, KP seed, Bessemer Series A

What We Offer:

• Real stake: We offer a competitive salary and excellent equity ownership

• Comprehensive health coverage: medical, dental, and vision plans

• Team love: We love hanging out, and we do quarterly off-sites

• Flexible time off: take what you need

• More: catered meals, transportation, gym, and a $10k annual L&D budget