Chief of Staff

Who are we

Welcome to Pdftools - the daughter company of Smallpdf and the pioneers in PDF technology since 1994. We offer comprehensive digital document solutions for businesses across the globe. With over 1000 satisfied customers in 70+ countries, we provide trusted PDF solutions for mission-critical business processes.

Pdftools has played a key role in shaping the PDF standard. Our software solutions and developer components are top-notch and built with precision in Switzerland. Join our dynamic team and experience our supportive and fun work culture that drives innovation in the PDF industry.

About PDF Tools APIs and service products

Products for the PDF Tools AG brand target enterprises and governments that need to process a vast amount of documents. SDKs and shell tools enable engineers to build and integrate document processing into their product. We make it easy for our customers to convert, compress, manipulate, enrich and sign PDF documents and build innovative products and solutions.

About the team

As a deep-tech company, ~60% of our staff are engineers. We organize around functional areas and foster cross-functional collaboration. Each team tackles specific goals that drive our mission. We emphasize product excellence, customer trust, and continuous improvement.

Your mission—should you choose to accept it

PDFT is on a mission to redefine how documents work in the digital age. As we scale into our next chapter of growth, we’re looking for a Chief of Staff to join our leadership team — a strategic, analytical, and operationally-minded partner to the CEO.

This is a high-leverage role that will shape company-wide decision-making, drive cross-functional initiatives, and ensure that execution meets ambition. If you thrive in complexity, love enabling great teams, and want to sit at the heart of a growing B2B SaaS company, this role is for you.

Responsibilities

Operations

• Commercial Operations

  • Supervise commercial operations and ensure alignment with revenue goals

  • Own funnel tracking, KPI dashboards, and operational reviews

• Data & Analysis

  • Translate business needs into data requirements

  • Conduct analysis to surface actionable insights for key decisions

• Executive Operations

  • Partner with the CEO to ensure strategic follow-through across the executive team

  • Drive the cadence and effectiveness of executive meetings and leadership offsites

• Strategic Planning & OKRs

  • Lead quarterly and annual company planning cycles

  • Manage OKRs and track cross-departmental progress

  • Align strategy with on-the-ground execution across functions

• Internal Communications

  • Own and craft internal communications from the leadership team (e.g., All Hands, CEO updates)

  • Reinforce company vision and build transparency around goals and performance

M&A

• Partner with the CEO and Commercial team to identify strategic acquisition targets

• Lead the full acquisition lifecycle: due diligence, integration planning, and investor materials

• Build compelling business cases for inorganic growth opportunities

Finance

• Lead budgeting and forecasting in collaboration with department heads

• Provide monthly financial reporting to the executive team and investors

• Own and evolve the company’s financial models

• Liaise with accounting and external vendors to ensure smooth financial operations

• Provide ad hoc financial analysis to support executive decisions

Requirements

• 3–5+ years of experience in a Chief of Staff, M&A, strategy, operations, or consulting/finance role.

• You know how to zoom in and out — from strategic frameworks to spreadsheet-level details.

• You have high EQ and can build trust quickly with diverse stakeholders.

• You love being behind the scenes and making things run better, faster, and smarter.

• You’re analytically rigorous and fluent in financials, data, and growth levers.

• You have significant M&A experience.

• Strong expertise in financial modeling.

• You have experience with or a strong interest in B2B SaaS and/or private equity-backed companies.

• You are proactive, humble, and driven by impact — not ego.

Please be aware we put high value in making sure everyone receives an answer to their application. Take note that application review will start as of 23/06/2025.

Why Pdftools

🌍 Influence the way over 1,000 worldleading organizations handle PDF workflows every day. Push boundaries and iterate quickly to discover new solutions.

💻 Flexible, hybrid work model – with regular team meetings to strengthen team spirit.

🏝️ 30 vacation days – yes, you read that right!

🐶 Don’t leave your four-legged friends at home, our offices are pet-friendly.

👶 16 weeks parental leave—100% of your salary—for all new parents

🧳 Sabbatical opportunities after 2 years with the company.

📚 2,000 CHF annual training budget, including additional time off for courses or training.

🤓 Internal knowledge sharing & external coaching to further develop your professional and social skills.

🥧 Opportunity to participate in the PSOP - Phantom Stock Option Plan (terms & conditions apply).

PDF Tools is an equal opportunity employer. We believe in diversity and inclusion. We do not tolerate discrimination. We support a safe and respectful environment where everyone thrives.

By submitting your application, you allow PDF Tools to handle and store your data.

PDF Tools does not seek or accept unsolicited applications or CVs from recruitment agencies. We will not pay fees or commissions without a written contract that covers such arrangements.