Executive Assistant/Chief of Staff

Job Title: Executive Assistant/Chief of Staff

Location: Remote

Work Shift: EST Time Zone
Working Hours: 25-30 hrs/week (Part time with potential to transition to 40 hours/week)

Job Description:

The Executive Assistant / Chief of Staff will serve as a key support role to both co-founders, managing their calendars, coordinating travel, and handling various administrative and operational tasks. This position requires a versatile individual capable of juggling multiple responsibilities, from managing high-priority meetings and travel arrangements to assisting with personal errands. The ideal candidate will be proactive, organized, and adept at handling sensitive information, with a focus on enabling the founders to concentrate on strategic initiatives and business growth.

Key Responsibilities:

Operational & Strategic Support:

• Serve as a trusted advisor and thought partner to the co-founders, providing input on strategic decisions and initiatives.
• Help prioritize and manage daily tasks, aligning them with broader business objectives and strategies.
• Support fundraising efforts and investor relations, including organizing meetings, preparing materials, and managing follow-ups.

Calendar & Schedule Management:

• Coordinate and optimize the co-founders' schedules, balancing professional and personal commitments.
• Organize and manage meetings, ensuring timely preparation of materials and follow-up on action items.
• Handle last-minute changes and prioritize tasks to keep the founders’ schedules efficient and productive.

Project Management:

• Oversee special projects as assigned, including event planning, research, and coordination of key business initiatives.
• Track and manage follow-up tasks from meetings, ensuring deadlines are met and deliverables are completed.
• Assist in monitoring and advancing strategic goals and priorities across the business.

Administrative Support:

• Manage and prioritize emails, ensuring prompt responses and flagging critical communications.
• Prepare, organize, and review documents, presentations, and reports for meetings and strategic discussions.
• Act as a liaison between the co-founders and internal or external stakeholders, maintaining professionalism and efficiency.

Travel Coordination:

• Plan and book complex domestic and international travel, including flights, accommodations, and transportation (Experience with booking travel through American Express and Chase programs is a plus).
• Arrange personal travel as needed, ensuring all logistics are managed smoothly.
• Prepare detailed itineraries and handle any changes or issues that arise during travel.

Personal Assistance:

• Assist with personal tasks such as arranging appointments, handling personal errands, and managing personal projects.
• Coordinate and manage personal and professional contacts, ensuring seamless communication.

Requirements

• 2-5 years of experience as an Executive Assistant, Chief of Staff, or in a similar support role for senior executives or founders.
• Demonstrated ability to manage complex schedules and tasks with efficiency and professionalism.
• Proven experience in handling both professional and personal responsibilities, including travel and administrative tasks.
• Strong organizational skills with attention to detail and the ability to anticipate needs.
• Excellent communication skills, both verbal and written, with a capability to interact effectively with diverse stakeholders.
• High level of discretion in managing confidential and sensitive information.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office Suite.
• Experience with project management tools (e.g., Asana, Trello) and basic knowledge of e-commerce or retail operations is a plus.