Job Description

We're looking for a strategic, tech-forward Chief of Staff to serve as the operational and organizational backbone of a global investment and operations firm. This role is ideal for someone who thrives at the intersection of strategy, systems, and execution--bringing clarity, structure, and velocity to complex projects across business, operations, and personal domains.
You'll work directly with the firm's leadership team to manage business operations, coordinate key initiatives, and enhance productivity through AI-driven systems and automation. If you're resourceful, highly organized, and comfortable working across professional, personal, and lifestyle operations for a high-trust executive team, this role is for you.
? Perks & Benefits

• ? Competitive USD compensation (bi-monthly payouts: 15th & 30th)
• ?? Up to 14 days of Paid Time Off annually (starting Day 1)
• ? Observance of Holidays (based on your location)
• ? 100% remote - work from anywhere with partial US Pacific Time overlap
• ?? Collaborate directly with senior partners and leadership on high-impact initiatives
• ? Freedom to leverage AI tools and automation to streamline operations and amplify performance

? What You'll Be Doing
? Business Operations & Executive Support

• Manage calendars, meetings, and inboxes for senior partners and executives.
• Coordinate with accountants, attorneys, consultants, and other key stakeholders.
• Track deliverables across business units, ensuring deadlines are met with precision.
• Maintain organized systems for contracts, NDAs, and diligence materials.
• Oversee complex travel logistics and vendor management.
• Supervise a part-time assistant to increase operational capacity.

? Financial & Administrative Coordination

• Manage expense tracking, reimbursements, and documentation across platforms (Ramp, QuickBooks, Expensify).
• Prepare materials for tax filings, compliance reporting, and vendor contracts.
• Coordinate special projects with accounting and legal partners.

? AI-Driven Systems & Automation

• Use ChatGPT, Claude, Zapier, Notion, and other AI tools to draft materials, summarize meetings, and automate workflows.
• Build light automations and implement productivity tools for business and personal operations.
• Experiment with AI agents and systems to simplify processes and scale organizational impact.

? Personal & Family Operations

• Coordinate family logistics, appointments, and scheduling.
• Oversee home operations, vendors, and maintenance schedules.
• Plan and manage travel experiences, ensuring seamless logistics and high-quality service.
• Support personal events, social gatherings, and gifting logistics.

? Relationship Intelligence & Communication

• Maintain a "relationship index" of business and personal contacts, tracking milestones and engagement points.
• Coordinate gifting, events, and social experiences for partners, clients, and family.
• Draft correspondence, memos, and summaries with professionalism and warmth.

? Who You Are

• 5-8+ years of experience as a Chief of Staff, Executive Assistant, or Operations Manager supporting senior executives.
• Exceptional organizational skills and ability to manage multiple workstreams with precision.
• AI-fluent: proficient with tools like ChatGPT, Claude, Notion, and automation platforms (Zapier, Google Apps Script).
• Strong written and verbal communicator with polished business judgment.
• Tech-savvy, discreet, and able to manage sensitive and confidential information.
• Operates with a high degree of autonomy, emotional intelligence, and follow-through.
• Comfortable flexing between strategic initiatives and tactical execution.
• Willing to work across time zones, including occasional evenings and weekends for urgent priorities.

Bonus Points

• Background in private equity, venture capital, or family office operations.
• Experience building or scaling operational systems using AI and automation.
• Strong understanding of financial administration, compliance, and vendor management.

? How to Apply
Please submit: * ? Your updated resume

• ? A short Loom video (1-2 mins) introducing yourself and sharing how you've leveraged AI or automation to optimize operations
• ? A brief write-up outlining how you approach managing high-trust, high-impact executive relationships

Only candidates who submit a Loom video will be moved to the next step of the hiring process.
? If you're a systems-minded operator who thrives on clarity, precision, and using AI to make organizations smarter--we'd love to hear from you.
? Application Process Overview
Our comprehensive selection process ensures we find the right fit for both you and our clients: * Initial Application - Submit your application and complete our prequalifying questions

• Video Introduction - Record an video introduction to showcase your communication skills and work experience
• Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
• Recruitment Interview - Initial screening with our talent team
• Executive Interview - Meet with senior leadership to discuss role alignment
• Client Interview - Final interview with the client team you'd be supporting
• 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.

Skills Required