Executive Assistant (Chief of Staff)

Job Title: Executive Assistant (Chief of Staff)

Type: Remote, Full-Time

Working Hours: 9:00 AM to 5:00 PM EST, Monday to Friday

Compensation: $2,000 - $3,000 monthly (salary based on assessment)

About the Company:

A leading provider of advanced technology solutions, this company specializes in streamlining operations and enhancing productivity through innovative IT systems. They focus on delivering cutting-edge solutions that empower businesses to optimize workflows, improve efficiency, and achieve strategic goals. With a commitment to excellence, they help organizations of all sizes transform their digital landscape and stay ahead of the curve in an ever-evolving market.

Job Overview:

We are seeking a proactive, detail-oriented Chief of Staff/Executive Assistant to join our dynamic team. This role is pivotal in ensuring the seamless operation of our growing company, supporting the founders in both strategic and administrative capacities. The ideal candidate will be highly organized, self-motivated, and comfortable managing a wide range of responsibilities, from basic administrative tasks to high-level operational and strategic projects.

Key Responsibilities:

1. Administrative Support:

   • Manage calendars, schedule meetings, and book flights.

   • Keep track of meeting notes and follow-ups.

   • Send reminders and manage to-do lists for the founders.

   • Coordinate with clients, including sending gifts and managing client relations.

2. Operational Administration:

   • Handle HR-related tasks such as onboarding new hires, setting up email accounts, inviting them to Slack, and verifying documentation (e.g., I-9s, passports).

   • Maintain checklists and ensure all operational steps are completed diligently.

3. Finance and Accounting:

   • Participate in monthly finance calls and track action items.

   • Communicate with accountants via Slack to address day-to-day financial queries.

   • Prepare and organize financial data for reports and presentations.

4. Special Projects:

   • Organize team retreats, including researching locations, coordinating schedules, and planning activities.

   • Support board meeting preparation, including gathering data from various departments, creating slide decks, and presenting budget scenarios.

   • Manage cross-functional projects, ensuring timelines and deliverables are met.

5. Strategic Support:

   • Act as a "business enzyme," taking ownership of problems and finding effective solutions.

   • Collaborate with founders to streamline operations and prioritize tasks.

   • Ensure all activities align with the company’s goals and budget.

Required Skills and Qualifications:

• Proven experience in a similar role, such as Chief of Staff, Executive Assistant, or Project Manager.

• Strong organizational skills with the ability to manage multiple tasks simultaneously.

• Excellent communication and interpersonal skills.

• Proficiency in tools such as Microsoft Office, Google Suite, Slack, and project management tools.

• Financial literacy, with the ability to understand and manage budgets.

• Ability to work independently and take initiative.

• Highly diligent and detail-oriented, with a proactive approach to problem-solving.

Preferred Qualifications:

• Background in consulting (e.g., McKinsey, Bain, BCG) or Big Four firms (e.g., PwC, Deloitte) is highly desirable.

• Experience in event planning, logistics, or team coordination.

• Familiarity with CRM tools and basic sales operations.

Personality and Culture Fit:

• Low ego and hands-on: Ready to tackle any task, big or small.

• Honest and open: Willing to admit when you don’t know something and collaborate to find solutions.

• Respectful and team-oriented: Committed to fostering a supportive and inclusive work environment.

• Proactive and forward-thinking: Able to anticipate needs and think ahead.

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