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Salary: USD 136,500 - 163,000 / annual
Gray Swan is building AI safety and security infrastructure for frontier labs and enterprises. The company evaluates AI models, provides real-time threat detection, and develops adaptive adversarial red teaming agents. With ~50 employees and strong funding, Gray Swan is scaling rapidly and seeking a Sales Operations Associate to build the systems and processes that enable sales growth.
In this highly cross-functional back-office role, you'll own the operational infrastructure across the full sales lifecycle—from pre-sales and contracting through delivery, invoicing, and commissions. You'll work closely with Sales, Legal, Compliance, Finance, and Accounting to improve processes and eliminate inefficiencies.
Key responsibilities include:
- Building and improving scalable systems and processes for pre-sales, contracting, post-sales, project tracking, and internal handoffs
- Owning the deal desk operations: coordinating contracts, SOWs, security questionnaires, vendor onboarding, and RFPs
- Partnering across functions to ensure stakeholders are engaged at the right time and processes move efficiently
- Managing the sales-side invoice process and executing commission plans
- Managing and optimizing HubSpot CRM, reporting, workflows, and automations
- Leading cross-functional projects and creating playbooks and documentation
You'll thrive in this role if you're a strong project manager who can take ambiguous problems, create structure, coordinate stakeholders, and drive completion. You think in workflows and flowcharts, have used automation tools like Zapier or n8n, and are highly organized with strong judgment about when to escalate to other teams. You have hands-on experience with sales teams and deal cycles, and you're a process-minded problem solver who naturally asks how to make things easier, more efficient, and more scalable. You're comfortable working across multiple functions, managing several priorities in a fast-moving environment, and you have experience with CRM systems and reporting. You're a hands-on generalist who can execute manually and then find ways to automate.
Bonus experience includes: HubSpot or CRM expertise (workflows, reporting, data management, automation); Sales Operations, Revenue Operations, Deal Desk, or Business Operations background; experience with contracts, security requirements, vendor onboarding; building contracting processes and deal desk workflows from scratch; commission administration, RFPs, security questionnaires, or sales-side invoicing; and identifying automation opportunities.
You'll genuinely enjoy problem-solving and 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, have a strong sense of ownership, and prefer having your hands in a variety of 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 structure ambiguous problems and drive to completion
- Experience with workflow design and automation tools (Zapier, n8n, or similar)
- Hands-on experience working with sales teams and deal cycles
- CRM experience and comfort with reporting and system optimization
- Ability to work cross-functionally with Sales, Legal, Compliance, Finance, and Accounting
- Detail-oriented with strong organizational skills and judgment about escalation
- Generalist mindset with comfort executing manually and then automating
- Preferred: HubSpot experience, Sales/Revenue Operations background, contract/security/vendor onboarding experience, or commission administration experience
