Chief Of Staff

Seeking a highly trusted, proactive Chief of Staff with strong Executive Assistant (EA) experience to manage leadership priorities, delegate and track tasks, handle calls and communications, ensure accountability, and maintain strict confidentiality. Must demonstrate excellent judgment, ownership, coordination, and follow-through.

Detailed Chief of Staff

Job Title: Chief of Staff

Department: Executive Office

Reports To: CEO / Founder / Managing Director

Role Overview

We are looking for a highly organized, discreet, and proactive Chief of Staff to work closely with senior leadership, manage daily priorities, coordinate across departments, and ensure timely execution of tasks and decisions. The ideal candidate will combine strong Executive Assistant (EA) experience with excellent communication, follow-up, delegation, and accountability skills.

Key Responsibilities

1. Executive Support & Coordination

• Manage leadership schedules, meetings, calls, and communications.
• Prioritize urgent matters and ensure important tasks receive timely attention.
• Act as the primary coordination point between leadership and internal teams.

2. Task Delegation & Accountability

• Assign tasks to relevant team members as directed by leadership.
• Track deadlines, deliverables, and pending action items.
• Follow up proactively and hold task owners accountable for completion.
• Escalate delays, bottlenecks, and unresolved issues to leadership.

3. Communication Management

• Screen and coordinate incoming calls, emails, and requests.
• Ensure important messages reach leadership promptly.
• Communicate decisions, instructions, and follow-ups clearly to relevant stakeholders.

4. Confidentiality & Trust

• Handle sensitive business, financial, employee, and executive information with strict confidentiality.
• Exercise sound judgment and discretion when managing confidential matters.
• Maintain professional boundaries and protect leadership's privacy.

5. Meeting & Execution Management

• Prepare meeting agendas, record key decisions, and circulate action points.
• Maintain trackers for priorities, commitments, and outstanding tasks.
• Ensure decisions translate into clear responsibilities, deadlines, and outcomes.

6. Operational Support

• Coordinate with departments to resolve routine operational issues.
• Identify gaps in execution and recommend improvements.
• Anticipate leadership requirements and proactively address potential challenges.

Required Qualifications & Experience

• Proven experience as an Executive Assistant, Senior EA, Executive Coordinator, or Chief of Staff.
• Strong experience supporting founders, CEOs, or senior executives.
• Excellent communication, organization, and follow-up skills.
• Demonstrated ability to coordinate multiple people and priorities.
• High integrity, discretion, and professional maturity.
• Proficiency in email, calendars, spreadsheets, task trackers, and office productivity tools.

Essential Competencies

• Ownership and accountability
• Confidentiality and trustworthiness
• Proactive follow-up and task management
• Clear communication and sound judgment
• Strong prioritization and problem-solving
• Ability to work independently in a fast-paced environment

Performance Expectations

• Timely completion of assigned priorities.
• Clear visibility of pending tasks and deadlines.
• Consistent follow-up and accountability across teams.
• Accurate communication and meeting documentation.
• Zero tolerance for careless handling of confidential information.

Ideal Candidate: Someone who can act as the leadership team's trusted right hand, ensure nothing falls through the cracks, and bring structure, discipline, and accountability to daily operations.