Remote Executive Assistant/Chief of Staff

Summary

Join our team as an Executive Assistant/Chief of Staff to support the co-founders in managing their calendars, coordinating travel, and handling various administrative and operational tasks. This part-time role requires a versatile individual capable of juggling multiple responsibilities, with potential to transition to full-time.

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

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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