Chief of Staff (Executive Operations)

Job Description

We are looking for a Chief of Staff to serve as a strategic partner to the Principal of a family office and investment management business. This is not a traditional Executive Assistant role. You will act as a true extension of the Principal, managing executive operations, relationship tracking, calendar management, CRM systems, follow-ups, and productivity workflows across a high-volume, relationship-driven investment operation.

The ideal candidate has supported C-suite executives, founders, investors, or family offices at a senior level, knows how to build systems that actually get used, and brings genuine expertise with AI tools and automation. You will be expected to anticipate needs, drive accountability, and operate with the kind of judgment and discretion that earns direct access to the highest-level conversations and relationships.

If you are a strategic operator who builds systems, closes loops without being asked, and thrives in a fast-moving environment with a high-trust principal, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• Direct exposure to senior investors, family offices, and high-level operators globally
• High-ownership role where you are the operational engine behind a principal who moves at the highest level
• Opportunity to build real systems and automations that shape how a busy investor operates day to day

What You'll Work On

Executive Operations and Calendar Management

• Serve as the Principal's right-hand partner across day-to-day operations and strategic priorities
• Proactively manage calendars, meetings, travel schedules, and executive priorities
• Prepare meeting briefs, take notes during executive meetings, and track action items through to completion
• Coordinate with internal and external stakeholders on behalf of the Principal
• Support executive administration, project coordination, research, and special projects as needed

Relationship Management and CRM

• Build and maintain CRM systems, relationship databases, and follow-up processes
• Track key contacts, networking opportunities, introductions, and ongoing relationship management activities
• Create accountability systems to ensure action items, commitments, and follow-ups are completed without the Principal having to track them himself
• Proactively surface the right follow-ups at the right time across the Principal's full network

AI Automation and Systems Building

• Leverage AI tools and automation platforms to streamline workflows and improve operational efficiency
• Build and maintain workflows and automations using tools such as Claude, Microsoft Copilot, ChatGPT, Zapier, Make, or equivalent
• Identify process improvements and implement scalable systems to support business growth
• Design and maintain operational infrastructure that runs reliably without requiring the Principal to manage it

Communication and Stakeholder Coordination

• Communicate directly with senior stakeholders, investors, and business contacts on behalf of the Principal with full professional credibility
• Draft and send correspondence, follow-ups, and meeting requests that represent the Principal accurately
• Participate in executive-level meetings and ensure decisions, actions, and commitments are captured and followed through

What You Bring

• Proven experience as a Chief of Staff, Executive Business Partner, Senior Executive Assistant, or similar strategic support role
• Previous experience supporting C-suite executives, founders, investors, family offices, private equity firms, venture capital firms, or investment management professionals
• Strong understanding of CRM systems, relationship management, and executive operations
• Advanced proficiency with AI tools such as ChatGPT, Claude, or Microsoft Copilot
• Demonstrated experience building workflows, automations, or operational systems using AI and technology
• Exceptional written and verbal English communication skills; you will be on calls and in meetings with senior contacts and must communicate with full professional credibility
• Strong organizational skills with the ability to manage multiple priorities simultaneously in a fast-paced environment
• High level of discretion, professionalism, and confidentiality
• Highly proactive, self-directed, and comfortable operating with ambiguity and changing priorities
• Strong sense of ownership, urgency, and accountability with the ability to anticipate needs before being asked

Nice to Have

• Background in family office operations, private equity operations, venture capital operations, or investor relations support
• Experience as a Founder Associate or strategic operator inside an investment or entrepreneurial environment
• Familiarity with tools such as HubSpot, Notion, Salesforce, or similar CRM and project management platforms
• Experience building automations using Zapier, Make, n8n, or similar tools
• Experience supporting a principal who travels frequently and operates across multiple time zones

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a senior executive or investor, and walking through a specific system or automation you built that made a meaningful difference to how your principal operated

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are a strategic operator who builds systems, closes loops without being asked, and wants to be the operational backbone for a fast-moving investor who operates at the highest level, this role gives you the ownership, the exposure, and the direct impact to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.