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Salary: USD 136,500 - 163,000 / annual
Gray Swan is building AI safety and security infrastructure for enterprise teams deploying AI systems at scale. The company evaluates AI models for frontier labs and develops real-time threat detection and adaptive adversarial red teaming agents. With ~50 employees and strong funding, Gray Swan is growing quickly and seeking a Sales Operations Associate to build the systems and processes that enable sales to scale.
In this highly cross-functional, back-office role, you will own the operational infrastructure across the full sales lifecycle. Key responsibilities include:
• Build and improve scalable systems and processes for pre-sales, contracting, post-sales, project tracking, and internal handoffs
• Own the deal desk operations: coordinate contracts, SOWs, security questionnaires, vendor onboarding, RFPs, and deal-related requirements across internal teams
• Partner with Sales, Legal, Compliance, Finance, and Accounting to ensure efficient stakeholder engagement and process flow
• Manage sales-side invoicing and execute commission plans for quota-carrying team members
• Manage and optimize HubSpot CRM, reporting, workflows, and automations; identify opportunities to eliminate manual work
• Lead cross-functional projects and create playbooks, documentation, and processes that bring structure and scalability
You are a strong project manager who can take ambiguous problems, create structure, coordinate stakeholders, and drive them to completion. You think in workflows and flowcharts, and have hands-on experience building automations with tools like Zapier or n8n. You're highly organized, detail-oriented, and have worked directly with sales teams and deal cycles. You're a process-minded problem solver who naturally asks how to make things easier, more efficient, and more scalable. You're comfortable managing multiple priorities in a fast-moving environment and can work across functions. You have CRM experience and are comfortable learning and improving systems rather than simply maintaining them. You're a hands-on generalist willing to execute manually and then find ways to automate.
Bonus experience includes HubSpot or CRM expertise (workflows, reporting, data management, automation), prior Sales Operations, Revenue Operations, Deal Desk, or Business Operations roles, experience with contracts and security requirements, building contracting processes and deal desk workflows from scratch, commission administration, RFPs, security questionnaires, or sales-side invoicing, and identifying automation opportunities.
You thrive on problem-solving and get satisfaction from making the organization run better behind the scenes. You're energized by creating structure where there isn't much yet and comfortable figuring things out as you go. You're naturally curious about how different business functions work together. You have strong ownership and don't wait to be told what to do when you see something that needs fixing. You're a generalist who enjoys having your hands in various projects. You want a role that grows with the company and are excited to shape what Sales Operations looks like as Gray Swan scales.
REQUIREMENTS:
• Strong project management skills with ability to take ambiguous problems and create structure
• Experience with workflow automation tools (Zapier, n8n, or similar)
• Hands-on experience working with sales teams and deal cycles
• CRM system experience and comfort with reporting and data management
• Ability to manage multiple priorities in a fast-moving environment
• Cross-functional collaboration skills across Sales, Legal, Compliance, Finance, and Accounting
• Preferred: HubSpot experience, prior Sales/Revenue Operations or Deal Desk role, contracting process experience, commission administration experience, or automation optimization background
