Chief of Staff

Job Description

Chief of Staff to CEO

Role Overview

The Chief of Staff serves as the primary operational and administrative partner to the CEO, managing both professional and personal priorities with precision, discretion, and efficiency. This role requires exceptional organizational skills, strong financial and operational acumen, and the ability to proactively manage complex, high-volume workflows across multiple time zones. The ideal candidate is not only a skilled operator but someone who is deeply comfortable leveraging AI tools and automation to continuously streamline and improve complex workflows. The Chief of Staff ensures seamless execution of scheduling, financial coordination, communications, and personal logistics, acting as a central point of coordination across internal teams, external partners, and service providers.

Core Responsibilities

1. Executive & Calendar Management

• Own and manage the CEO's calendar across multiple time zones (U.S. and Europe)

• Coordinate internal and external meetings with high-level stakeholders

• Prioritize scheduling based on business impact and urgency

• Prepare daily briefings and ensure the CEO is fully prepped for all engagements

2. Financial Operations

• Coordinate payments, reimbursements, and financial transactions across multiple banking relationships

• Track and manage recurring payments including property taxes and vendors

• Prepare and submit invoices aligned with internal financial guidelines

• Liaise with accounting firms and tax advisors across the U.S. and internationally

• Maintain high-level financial tracking of incoming and outgoing funds

3. Communication Management

• Draft, review, and send professional correspondence on behalf of the CEO

• Serve as point of contact for key stakeholders including legal, tax, and vendor partners

• Ensure all communication is concise, professional, and aligned with CEO preferences

• Manage sensitive and confidential information with the utmost discretion

4. Personal & Household Management

• Coordinate personal logistics including travel, childcare, and household operations

• Manage vendors including maintenance, cleaning, and technical services

• Oversee scheduling and coordination for family-related matters

• Handle time-sensitive personal requests with urgency and accuracy

5. Travel & Logistics Coordination

• Plan and manage complex domestic and international travel

• Coordinate flights, accommodations, ground transportation, and detailed itineraries

• Prepare comprehensive travel agendas and contingency plans

6. HR & Administrative Support

• Support payroll, benefits, and HR processes

• Assist with onboarding and offboarding processes

• Pull reports and documentation for accounting, tax, and compliance needs

7. Project & Operations Support

• Lead special projects including property builds, vendor sourcing, and design coordination

• Conduct research and present findings in clear, actionable formats

• Coordinate across multiple stakeholders to ensure seamless project execution

Key Traits for Success

• Highly organized and detail-oriented with an anticipatory mindset

• Strong financial and operational competence

• Excellent written and verbal communication skills

• Ability to thrive in high-pressure, fast-moving environments

• Absolute discretion and confidentiality at all times