Offer summary

Qualifications:

Executive support experience, including calendar and email management., Strong project management skills with a proven track record., Excellent written and verbal communication skills., Experience in a creative industry, such as video games or animation, is a plus..

Key responsibilities:

Organize and manage the CEO's collaboration with internal departments and oversee special projects.

Review and triage the CEO's email, manage the calendar, and prepare reports.

Coordinate client meetings and manage logistics for events led by the CEO.

Support business development and marketing initiatives, including managing BD materials and event coordination.

Job description

Devoted Studios is a production management company for external development in video games. With a mission to create equal opportunity for all talent globally to work on the games of their dreams, Devoted Studios aims to decentralize game development.

The Chief of Staff and Executive Assistant to the CEO is a senior role responsible for ensuring the efficient operation of the CEO’s office, managing executive support, and overseeing special projects and strategic initiatives. This role acts as a strategic partner to the CEO, ensuring alignment across leadership, facilitating clear communication, maintaining accountability, and proactively solving issues before they escalate. The Chief of Staff is expected to be a strong gatekeeper, protecting the CEO's time and bandwidth from unnecessary distractions while ensuring critical issues are addressed promptly.

Responsibilities:

Strategic Support & Project Management:

Organize and manage CEO’s collaboration with internal departments, ensuring meetings lead to actionable outcomes, tracking completion, and reporting results.
Oversee and manage special projects or initiatives on behalf of the CEO, including organizing cross-functional teams, ensuring everyone stays on track with project goals, and ensuring successful completion.
With external consultant support Implement and manage the Quarterly Business Review (QBR) system to monitor and drive performance.
Lead by-weekly leadership meetings, including preparation, action item tracking and holding members accountable on timely execution
Proactively identify and resolve issues, ensuring the CEO is not overwhelmed by unnecessary problems.
Enforce accountability among leadership members, ensuring they fulfil their tasks and commitments.

Executive Support:

Review and triage CEO’s email, taking over communications where appropriate, setting priorities, and preparing agendas.
Coordinate and schedule client meetings, following up via email and LinkedIn, and managing related logistics.
Prepare concise reports and summaries when needed for the CEO, keeping them informed without requiring direct involvement in all conversations. Manage the CEO’s calendar, prioritize appointments, and ensure efficient time management.
Coordinate conferences, travel, and events led by the CEO, including preparing necessary materials.
Manage event planning and execution, including Wonder Womxn and Devoted Speakeasy mixers, parties, and marketing coordination.

BD & Marketing:

This is a creative role! Collaborating on kick- starting new marketing and sales initiatives
Manage BD deck inventory, ensuring accurate project info, deck versions and active links are maintained.
Collaborate with Marketing for podcast coordination, including guest research and outreach.
Support BD team members by owning deck database, organizing BD materials and documentation, maintaining the BD Thinkific space, and assisting with onboarding processes when needed.

Operations:

Be cultural support for the internal Success Team for LATAM, including in implementing and enforcing new policies and processes by helping facilitate training and activities, local logistical and purchase requests
Write and implement new policies as requested by the CEO.
Adhoc operations requests
Research, interview vendors and manage execution with the help of finance and legal new compliance and other initiatives (examples of previously set 401k, insurances, HSA etc)

Personal Assistance to the CEO:

Serve as a trusted partner, proactively handling tasks to minimize distractions for the CEO by provide support for ad-hoc CEO needs, including also personal requests (10-15% of total time)
Coordinate activities with part-time on-site PA both company related (in person Wonder Womxn, planning, podcast coordination, documents execution etc) and personal when needed to be delegated

Requirements

Executive support experience, including calendar/email management, meeting prep, and gatekeeping for senior leadership
Strong project management skills with a track record of leading cross-functional initiatives to completion
Excellent written and verbal communication skills; able to draft reports, manage internal comms, and coordinate across teams
Strategic thinking and ability to enforce accountability across leadership, with experience in QBRs or similar frameworks
Proven ability to manage operations and implement internal policies, processes, and training
Experience supporting business development and marketing activities, including deck management and event coordination
Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment
High integrity, discretion, and the ability to handle occasional personal assistant responsibilities
Experience in a creative industry (such as video games or animation) is considered an asset

Required profile