Sales Operations Associate

About the role

About This Role About Gray Swan Gray Swan is on a mission to empower the world to use AI safely and securely. We evaluate AI models for the leading frontier labs along with building real‑time threat detection and adaptive adversarial red teaming agents for enterprise teams deploying AI. We're a team of approximately 50 people, well‑funded and growing quickly. Our work directly influences how the world deploys AI agents and systems at scale. Learn More About How We Work. The Role We’re looking for a Sales Operations Associate to build the systems, processes, and operational infrastructure that enable our sales organization to scale. This is a highly cross‑functional, back‑office role for someone who loves creating structure, solving operational problems, and making teams more efficient. You’ll work closely with Sales, Legal, Compliance, Finance, and Accounting to improve processes across the full sales lifecycle—from pre‑sales and contracting through delivery, invoicing, and commissions. This role also has the opportunity to evolve as the company grows, with the possibility to take on additional Sales and Revenue Operations initiatives.

Responsibilities

• Build and improve scalable systems and processes across the sales lifecycle, including pre‑sales, contracting, post‑sales, project/deliverable tracking, and internal handoffs.
• Own the operational side of our deal desk, coordinating contracts, SOWs, security questionnaires, vendor onboarding, RFPs, and other deal‑related requirements with the appropriate internal teams.
• Partner with Sales, Legal, Compliance, Finance, and Accounting to ensure the right stakeholders are engaged at the right time and that processes move efficiently.
• Manage the sales‑side invoice process and execute commission plans for quota‑carrying team members.
• Manage and optimize our CRM (HubSpot), reporting, workflows, and automations while continuously looking for opportunities to eliminate manual work.
• Lead cross‑functional projects and create playbooks, documentation, and processes that bring greater structure and scalability to the organization.

Requirements

• You’re a strong project manager who can take an ambiguous problem, create structure, coordinate stakeholders, and drive it through to completion.
• You think in terms of workflows and flow charts, and have used tools like Zapier, n8n, etc. to build automations based on these