Chief of Staff & Executive Operations

Veta Virtual Inc.; Puerto Rico; Remote; USD 120,000 - 160,000; Full time

Benefits offered by this job

Competitive USD pay

Contract-to-hire

100% remote

Executive mentorship

Supportive culture

Job summary

Veta Virtual Inc. is seeking a remote Chief of Staff & Operations to support a senior executive running multiple businesses. This role blends three functions: staff coordination, office systems, and executive assistance, with proactive ownership and accountability.

You will manage projects, dashboards, and tools (Notion/Asana), align priorities, and coordinate travel and meetings across time zones. Flexible, fast-paced environment with autonomy.

Qualifications

• 2+ years in Chief of Staff, Office Manager, Executive Assistant, Project Manager, or similar role.
• Strong PM and follow-through: own timelines, flag blockers, and follow up until done.
• Very tech-savvy with ability to learn new tools quickly; proactive and analytical.
• Excellent verbal and written English; professional, high-energy presence.
• Based in LATAM or Europe for working hours alignment.

Responsibilities

• Own the master list of active projects across the businesses and protect the executive's time.
• Chase approvals and action items; close items and report progress.
• Review reports and dashboards; flag gaps and coordinate with internal teams and partners.
• Set up and run Notion/Asana; build dashboards and simple processes.
• Manage calendar and travel across time zones; prepare meetings with agendas.
• Engage with investors or senior stakeholders as needed.

Skills

Project management

Follow-through

Tech-savvy

English communication

Remote work

Tools

Notion

Asana

Dashboards

Job description

Launch Your Next Successful Chapter with Veta Virtual!

Competitive Pay in USD | 100% Remote (ET or EU Hours) | Chief of Staff + Operations + Executive Support | Contract-to-Hire

Veta Virtual is hiring a Chief of Staff & Executive Operations for one of our clients, a senior executive running several businesses and initiatives at once. This individual contributor role blends three jobs: one third chief of staff (priorities, projects, follow-through), one third office manager (systems, tools, processes), and one third executive assistant (calendar and travel). The executive moves fast, doesn't micromanage, and expects proactivity, clear ownership, and results, with plenty of freedom in return.

Your Role

Priorities, Projects & Follow-Through

• Own the master list of active projects across the businesses (deadlines, deliverables, owners, next steps), keep the largest initiatives on target, and act as the buffer that protects the executive's time.
• Chase approvals, answers, and action items before the executive has to ask, and keep following up until they're closed.
• Review reports and materials headed to the executive (such as financial reports and customer experience dashboards), flag gaps or discrepancies, and coordinate with internal teams and external parties, including a mission-driven nonprofit initiative.

Investor & Stakeholder Relations

• Act as a trusted point of contact for a high-level network (investors, high-net-worth individuals, institutions, senior executives, government officials), speaking with them directly in meetings, by phone, and by email, including when the executive isn't present.
• Triage messages, draft correspondence on the executive's behalf, and make sure every important external follow-up happens on time.

Office Management, Systems & Tools

• Set up and run the project management system (Notion, Asana, or similar), move work out of Google Sheets, and build dashboards showing where every project and priority stands.
• Find, test, and roll out new tools, including AI tools, and write simple processes, templates, and checklists so work keeps moving when someone is away.

Calendar, Travel & Logistics

• Manage a fast-changing calendar across multiple time zones, protect time for high-priority work, and prepare the executive for key meetings with agendas, background notes, and concise research.
• Arrange domestic and international travel (flights, hotels, ground transportation, itineraries), planning far enough ahead that surprises are rare and handling the ones that happen calmly.

What You'll Need

• 2+ years as a Chief of Staff, Office Manager, Executive Assistant, Project Manager, or similar role. Capability and dedication matter much more than years.
• Strong project management and follow-through: you own timelines, flag blockers early, act before being asked, and follow up until it's done.
• Very tech-savvy and a quick, analytical thinker who keeps pace with a fast-moving executive. How fast you learn new tools matters more than which ones you already know. Curious and nerdy is encouraged.
• Excellent verbal and written English and a high-energy, personable presence: polished and comfortable talking to anyone, from a new teammate to an investor, senior executive, or government official, including on camera.
• A calm, adaptable self-starter who is excited by freedom: you handle changes of plan gracefully, don't need step-by-step direction, respectfully push back or follow up with the executive, and welcome genuine constructive feedback.
• Availability on a consistent Eastern Time or EU schedule (ET preferred), with adjustments planned ahead around the executive's travel. This is not a 24/7, on-call role.
• Bonus: experience working with investors, high-net-worth individuals, institutions, senior executives, or government officials, or a STEM, finance, or nonprofit/ESG/sustainability background.
• Bonus: hands-on experience setting up Notion, Asana, or similar with dashboards, building presentations and dashboards with AI tools (deployed on platforms like Lovable or Vercel), and working with distributed teams across time zones (EMEA, NAM/LATAM).
• To be considered for this role, you must be currently based in Latin America (LATAM) or Europe.

What We Offer

• Competitive compensation in USD, paid consistently every month.
• Contract-to-hire: an initial 1-month period, with strong performers considered for permanent placement.
• 100% remote on a consistent schedule, with changes planned ahead around travel.
• A direct partnership with a senior executive: real ownership, lots of freedom, and a leader who pushes you to stretch beyond what you thought possible. You report directly to the executive as an individual contributor.
• A supportive culture through Veta Virtual and our client.