Chief of Staff & Executive Operations

Accountabilities:

As Chief of Staff & Executive Operations, you will act as a trusted operational partner to a senior executive, ensuring that priorities are organized, projects progress smoothly, and important relationships and commitments receive consistent attention. Your responsibilities will span strategic coordination, operational systems, stakeholder communication, and executive support.

• Project Management and Execution: Maintain a master overview of active projects across multiple businesses, tracking deadlines, deliverables, owners, and next steps. Keep major initiatives on schedule and protect the executive's time for high-priority decisions.

• Proactive Follow-Through: Anticipate outstanding approvals, responses, and action items, follow up with relevant stakeholders, identify blockers early, and ensure commitments are completed without waiting for instructions.

• Reporting and Quality Control: Review materials prepared for the executive, including financial reports and customer experience dashboards, identify inconsistencies or missing information, and coordinate with internal teams and external partners to resolve issues.

• Investor and Stakeholder Relations: Serve as a trusted point of contact for investors, high-net-worth individuals, institutions, senior executives, government officials, and other important stakeholders. Communicate professionally in meetings, by phone, and by email, including when the executive is unavailable.

• Executive Communications: Triage incoming messages, draft correspondence on the executive's behalf, prioritize requests, and ensure important external communications and follow-ups are handled promptly.

• Operational Systems and Processes: Establish and maintain project management systems using tools such as Notion, Asana, or similar platforms. Replace fragmented tracking methods, including spreadsheets, with centralized workflows and dashboards that provide clear visibility into projects and priorities.

• Tools and AI Enablement: Research, test, and implement new technologies, including AI-powered tools, to improve productivity, reporting, and decision-making.

• Process Documentation: Develop practical processes, templates, checklists, and documentation that keep work consistent and ensure continuity when team members are unavailable.

• Calendar and Meeting Management: Manage a dynamic calendar across multiple time zones, prioritize important commitments, and prepare agendas, background notes, and concise research to ensure meetings are productive.

• Travel and Logistics: Coordinate domestic and international travel, including flights, accommodation, ground transportation, and itineraries. Plan ahead while remaining calm and resourceful when unexpected changes arise.

• Cross-Functional Coordination: Maintain alignment across businesses, distributed teams, and external partners, including a mission-driven nonprofit initiative, ensuring that responsibilities and deadlines remain clear.

Requirements:

The ideal candidate is an organized, resourceful, and technologically confident professional who combines strong project management skills with polished communication and executive support capabilities. You should be comfortable working independently, handling shifting priorities, and building systems that help a busy executive operate more effectively.

• Relevant Experience: At least 2 years of experience as a Chief of Staff, Office Manager, Executive Assistant, Project Manager, or in a similar coordination or operations role. Demonstrated capability, initiative, and commitment are more important than years of experience alone.

• Project Management: Strong organizational and follow-through skills, with the ability to manage multiple timelines, track deliverables, identify blockers, and ensure projects progress toward completion.

• Technology and Digital Tools: Strong technical aptitude, analytical thinking, and the ability to learn new tools quickly. Experience with specific platforms is useful, but curiosity and adaptability are essential.

• Communication Skills: Excellent written and spoken English, with the confidence to communicate clearly and professionally with colleagues, investors, senior executives, government officials, and other external stakeholders.

• Executive Presence: A personable, polished, and professional approach, including comfort participating in video calls and representing the executive in external conversations.

• Autonomy and Initiative: Ability to anticipate needs, take ownership, work without step-by-step direction, and follow through consistently while knowing when to escalate important issues.

• Adaptability and Judgment: A calm, analytical, and solutions-oriented mindset, with the ability to manage changing plans, handle competing priorities, and respond constructively to feedback.

• Schedule Flexibility: Availability to work a consistent Eastern Time (ET) or European time-zone schedule, with ET preferred. Adjustments may be planned in advance around the executive's travel. This is not a 24/7 on-call position.

• Location Requirement: Candidates must currently reside in Latin America (LATAM) or Europe. The position is fully remote, but this geographic eligibility requirement applies.

• Preferred Stakeholder Experience: Experience working with investors, high-net-worth individuals, institutions, senior executives, or government officials is an advantage.

• Additional Backgrounds: Education or experience in STEM, finance, nonprofit organizations, ESG, or sustainability is beneficial.

• Project Systems and AI Experience: Hands-on experience setting up Notion, Asana, or similar tools with dashboards is a plus. Experience building presentations and dashboards with AI tools and deploying solutions on platforms such as Lovable or Vercel is also valuable.

• Distributed Team Experience: Familiarity with coordinating teams across multiple time zones, particularly EMEA, North America, and Latin America, is advantageous.

• Application Requirement: Applicants must complete a short video question as part of the screening process. Candidates should present themselves professionally, speak clearly and confidently in English, and answer authentically without reading from a script or notes.

Benefits:

• Competitive Compensation: Receive competitive compensation in USD, paid consistently each month.

• Contract-to-Hire Arrangement: Begin with an initial one-month contract period, with strong performers considered for permanent placement.

• Fully Remote Work: Work remotely with a consistent schedule and advance planning for adjustments around executive travel.

• Direct Executive Partnership: Report directly to a senior executive and gain exposure to multiple businesses, strategic priorities, and important stakeholder relationships.

• Meaningful Ownership: Take responsibility for projects, systems, and operational improvements with significant autonomy and the opportunity to make a tangible impact.

• Professional Growth: Work in an environment that encourages initiative, constructive feedback, continuous learning, and the development of skills beyond your current responsibilities.

• Technology-Driven Environment: Explore and implement modern productivity systems, AI tools, and innovative approaches to executive operations.

• Supportive Culture: Benefit from a supportive working relationship with the service provider and its client.

• Employment Type: Full-time, with the possibility of permanent placement following the initial contract period.