Chief of Staff

Virtustant

Brasil

Remote

BRL 180,000 - 300,000

Full time

7 hours ago

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Job summary

Virtustant seeks a Chief of Staff to organize business development and provide executive support. You will manage client communications, prep partner meetings, and build automated workflows with AI tools. Tracking conversations and timely follow-ups are essential to sustain growth.

Daily use of Claude/ChatGPT, CRM expertise, and calendar/meeting coordination will drive efficient operations. The role emphasizes process improvement and proactive revenue generation across global clients.

Qualifications

Several years as an Executive Assistant supporting a CEO, C-suite executive, or managing partner at a professional services firm.
Excellent written English and strong verbal communication; clear and easy to understand on calls.
Hands-on, daily use of AI tools (Claude, ChatGPT) and comfort with agent or no-code workflow builders.
Experience with CRMs and pipeline tracking.
A fast learner who improves processes rather than just following them.
C2 English level.

Responsibilities

Track every open conversation with clients and prospects and ensure timely follow-ups.
Draft follow-up emails and outreach in the partners' voice.
Review deals and the pipeline in the CRM; flag stalled opportunities and suggest next steps.
Follow up with existing clients to keep accounts healthy and surface new revenue.
Own both partners' calendars: schedule the right people, keep others out.
Prepare for meetings: briefs, background, agendas, and materials.
Turn noisy or scattered instructions into a clear plan and run with it.
Multitask during long calls, capture actions, and keep other work moving.
Use Claude and ChatGPT daily for research, drafting, and analysis.
Work with internal AI agents to build automated workflows.
Describe a process clearly for an AI builder to turn into a workflow, then run it and maintain it.
Continually look for ways to cut manual work and improve team operations.

Skills

Executive assistant experience

English proficiency (written & spoken)

AI tools proficiency

CRM & pipeline tracking

No-code workflow builders

Fast learner

Clear instruction style

Tools

Claude

ChatGPT

CRM software

Microsoft Office

Google Workspace

No-code/workflow builders

AI agents

Job description

Job Title: Chief of Staff

Our client recruits across AI, robotics, and aerospace and defense for more than 40 years. The firm's practice now extends into emerging areas such as Forward Deployed Engineering, physical AI, defense technology, and executive searches for AI-native leaders.

Job Description

This role focuses on organizing business development and providing executive support. You will manage client and prospect communications, prepare for partner meetings, and handle complex instructions. You will also use AI tools for research and drafting, and work with internal AI agents to build automated workflows. You will be responsible for tracking all client conversations and ensuring timely follow-ups. You will draft outreach emails in the partners' voice and review the CRM pipeline to identify stalled opportunities. Additionally, you will follow up with existing clients to maintain relationships and find new revenue streams.

Responsibilities Of The Role

Track every open conversation with clients and prospects and make sure follow-ups happen on time.
Draft follow-up emails and outreach in the partners' voice.
Review deals and the pipeline in the CRM; flag stalled opportunities and suggest next steps.
Follow up with existing clients to keep accounts healthy and surface new revenue.
Own both partners' calendars: get the right people on them and keep the wrong people off.
Prepare for meetings: briefs, background, agendas, and materials.
Turn noisy or scattered instructions into a clear plan and run with it.
Multitask during long calls, capturing actions while keeping other work moving.
Use Claude and ChatGPT daily for research, drafting, and analysis.
Work with internal AI agents to build automated workflows.
Describe a process clearly enough for an AI builder to turn it into a workflow, then run it, maintain it, and edit it.
Continually look for ways to cut manual work and improve how the team operates.

Required Experience And Qualifications

Several years as an Executive Assistant supporting a CEO, C-suite executive, or managing partner at a professional services firm. Chief of Staff or Project Coordinator backgrounds in a similar setting also fit.
Excellent written English and strong verbal communication; clear and easy to understand on calls.
Hands-on, daily use of AI tools (Claude, ChatGPT) and comfort with agent or no-code workflow builders. No programming required.
Experience with CRMs and pipeline tracking.
A fast learner who improves processes rather than just following them.
C2 English level.

Preferred Skills