Chief of Staff - Freelance, Remote

Magic, Inc; Philippines; Remote; PHP 606,000 - 779,000; Full time

Job summary

Magic, Inc seeks a Chief of Staff to support the founder from a remote position. The role focuses on executive calendar management, cross-functional project execution, and structured communications to accelerate growth.

You will manage tasks, draft decks, and keep stakeholders aligned in a fast-paced environment. The successful candidate brings proven experience as a Chief of Staff or senior Executive Assistant in a founder-led company, exceptional written communication, and mastery of modern

Qualifications

• Previous Chief of Staff or senior Executive Assistant (founder/CEO-facing) experience in a fast-paced, high-growth company.
• Proven track record running cross-functional projects and owning executive operating cadence (calendar, comms, task boards).
• Exceptional written communication; demonstrated experience drafting decks/memos and executive-ready materials.
• High judgment, confidentiality, and accountability under pressure; thrives in high-intensity, rapidly changing environments.
• Strong tooling fluency with modern productivity and project systems (Google Workspace/Microsoft 365, Asana/Notion/Monday, Slack/Zoom).
• WFH Set-Up: Computer with at least 8GB RAM, fast internet, headset, webcam, backup device, quiet workspace.

Responsibilities

• Own and optimize the founder’s calendar; protect deep-work blocks, resolve conflicts, and ensure meeting readiness.
• Build weekly operating cadence and prep briefs so the right decisions happen at the right time.
• Anticipate founder needs and be two steps ahead on next actions.
• Triage and prioritize email; draft responses and manage stakeholder expectations.
• Maintain clear, timely communications across internal/external partners.
• Produce executive-ready updates, summaries, and decision memos.
• Run task boards; set deadlines, drive follow-ups, and unblock teams.
• Track deliverables across departments; elevate risks early and propose solutions.
• Coordinate vendor/partner workflows, including scheduling and light contract/admin support.
• Draft/polish decks, memos, customer letters, SOPs, and executive talking points.
• Capture live meeting notes; translate into clear action items with owners and dates.
• Maintain a clean source of truth for decisions, plans, and status.
• Pull basic reports; distill key data points and insights for fast executive decisions.
• Create simple dashboards or summaries to monitor priorities and progress.

Skills

Executive experience

Cross-functional projects

Written communication

Confidentiality

Productivity tools

WFH setup

Tools

Google Workspace

Microsoft 365

Asana

Notion

Monday

Slack

Zoom

Job description

Chief of Staff - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client

This fast-growing consumer health and wellness brand offers clinically backed products and a premium customer experience through its e-commerce storefront and retail partners. The company operates in a high-velocity, founder-led environment where cross-functional coordination and speed of execution are critical. They are seeking an experienced operator to act as an extension of the founder and help the business scale with rigor and clarity.

Why does this role exist?

This Chief of Staff role exists to create leverage for the founder by bringing structure, prioritization, and operational follow-through to a fast-paced, high-growth environment. The objective is to streamline executive workflows (calendar, communications), own cross-functional project execution, and improve organizational cadence so critical initiatives ship on time. Success means proactively anticipating needs, removing friction across teams, and acting as a trusted proxy for the founder to keep the business moving.

The Impact you’ll make

Executive Rhythm and Prioritization

• Own and optimize the founder’s calendar; protect deep-work blocks, resolve conflicts, and ensure meeting readiness
• Build weekly operating cadence and prep briefs so the right decisions happen at the right time
• Anticipate founder needs and be two steps ahead on next actions

Communications and Inbox Leadership

• Triage and prioritize email; draft responses and manage stakeholder expectations
• Maintain clear, timely communications across internal/external partners
• Produce executive-ready updates, summaries, and decision memos

Project and Cross-Functional Execution

• Run task boards; set deadlines, drive follow-ups, and unblock teams
• Track deliverables across departments; elevate risks early and propose solutions
• Coordinate vendor/partner workflows, including scheduling and light contract/admin support

Content and Documentation

• Draft/polish decks, memos, customer letters, SOPs, and executive talking points
• Capture live meeting notes; translate into clear action items with owners and dates
• Maintain a clean source of truth for decisions, plans, and status

Data and Light Reporting

• Pull basic reports; distill key data points and insights for fast executive decisions
• Create simple dashboards or summaries to monitor priorities and progress
• Identify operational bottlenecks with data and recommend improvements

Skills, Knowledge and Expertise

Required:

• Previous Chief of Staff or senior Executive Assistant (founder/CEO-facing) experience in a fast-paced, high-growth company
• Proven track record running cross-functional projects and owning executive operating cadence (calendar, comms, task boards)
• Exceptional written communication; demonstrated experience drafting decks/memos and executive-ready materials
• High judgment, confidentiality, and accountability under pressure; thrives in high-intensity, rapidly changing environments
• Strong tooling fluency with modern productivity and project systems (e.g., Google Workspace/Microsoft 365, Asana/Notion/Monday, Slack/Zoom)
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Hard skills: executive calendar/inbox mastery; project management and follow-through; concise executive writing; note-taking to action conversion; light reporting and synthesis
• Soft skills: proactive, two-steps-ahead operator; bias to action; excellent stakeholder management; calm under pressure; ruthless prioritization; ownership mindset

You should apply if…

• You love being the force multiplier for a founder—anticipating needs, removing friction, and creating clarity
• You thrive in startup speed and ambiguity, and you hold yourself to outcomes, not activity
• You are highly organized, detail-obsessed, and can switch contexts without dropping balls
• You communicate crisply, protect focus time, and are comfortable being the point of escalation
• “Everything is your job” resonates with you—no task is too small if it moves the mission forward

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Approximately 9am–6pm ET, 40 hours/week

Compensation:

• $8 per hour
• No benefits package included