Chief of Staff / Executive Administrative Assistant SAAS tech start up

Job Description

About Us

Dataphone is a fast-growing AI-powered VoIP and business communications company. We are transforming how businesses communicate through cloud phone systems, automation, AI, and software development. We are looking for a highly organized, detail-oriented professional to work directly with the CEO.

Position Summary

The Chief of Staff / Executive Administrative Assistant serves as the CEO's right hand. This role is responsible for managing priorities, coordinating projects across departments, improving accountability, organizing meetings, documenting processes, following up on action items, and ensuring the CEO can focus on strategic growth.

This is not a traditional administrative role. The ideal candidate is proactive, highly organized, comfortable with technology, and able to coordinate multiple initiatives simultaneously.

Responsibilities

• Manage the CEO's calendar and priorities.
• Schedule meetings and coordinate with employees, customers, and vendors.
• Prepare meeting agendas and document action items.
• Follow up with department managers to ensure deadlines are met.
• Maintain project trackers and executive dashboards.
• Organize documentation and standard operating procedures (SOPs).
• Create and maintain processes using Trainual or similar documentation platforms.
• Assist with hiring coordination and interview scheduling.
• Track company KPIs and prepare executive reports.
• Coordinate special projects across Dataphone and CodeForce.
• Draft professional emails, presentations, and internal communications.
• Maintain confidentiality with sensitive business information.
• Identify bottlenecks and recommend process improvements.
• Ensure tasks assigned by the CEO are completed on time.

Qualifications

• 3+ years in Executive Assistant, Chief of Staff, Project Coordinator, or Operations roles.
• Exceptional organizational and time-management skills.
• Strong written and verbal English communication.
• Advanced proficiency with Google Workspace and Microsoft Office.
• Experience with project management tools such as Asana, ClickUp, Monday.com, Jira, or Trello.
• Experience documenting processes and creating SOPs.
• Comfortable working in a fast-paced technology environment.
• Strong attention to detail.
• Ability to prioritize multiple projects with minimal supervision.
• Experience working with AI tools such as ChatGPT, Claude, Gemini, or Microsoft Copilot.

Preferred Qualifications

• Experience supporting a CEO or executive team.
• SaaS, telecom, MSP, or software company experience.
• Familiarity with Agile project management.
• Experience with CRM and documentation platforms.

Success Metrics

• Executive priorities stay organized and on schedule.
• Action items are consistently completed by deadlines.
• Company documentation remains accurate and up to date.
• Meetings result in clear ownership and accountability.
• Projects move forward without constant CEO follow-up.

What We're Looking For

We want someone who:

• Thinks several steps ahead.
• Solves problems before they become emergencies.
• Is highly dependable and accountable.
• Communicates clearly and professionally.
• Uses AI to improve productivity and efficiency.
• Thrives in a fast-growing technology company.

Requirements

Qualifications

• 3+ years in Executive Assistant, Chief of Staff, Project Coordinator, or Operations roles.
• Exceptional organizational and time-management skills.
• Strong written and verbal English communication.
• Advanced proficiency with Google Workspace and Microsoft Office.
• Experience with project management tools such as Asana, ClickUp, Monday.com, Jira, or Trello.
• Experience documenting processes and creating SOPs.
• Comfortable working in a fast-paced technology environment.
• Strong attention to detail.
• Ability to prioritize multiple projects with minimal supervision.
• Experience working with AI tools such as ChatGPT, Claude, Gemini, or Microsoft Copilot.

Preferred Qualifications

• Experience supporting a CEO or executive team.
• SaaS, telecom, MSP, or software company experience.
• Familiarity with Agile project management.
• Experience with CRM and documentation platforms.