Chief of Staff & Executive Operations

Veta Virtual Inc.; United States; Teletrabalho; USD 89 000 - 134 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Competitive USD pay

Remote work 100%

Contract-to-hire

Direct leadership exposure

Monthly payments

Resumo da oferta

Veta Virtual Inc. is seeking a Chief of Staff & Executive Operations to support a senior executive across multiple businesses.

The role blends three functions: staff leadership, office systems, and executive assistance, with the executive moving quickly and requiring proactive ownership. You will manage multi-time-zone calendars, drive projects, coordinate travel, and prepare concise materials for investors and partners.

Qualificações

• 2+ years in Chief of Staff, Office Manager, EA, PM, or similar role.
• Strong project management and follow-through: own timelines and blockers.
• Tech-savvy with quick analytical thinking; adapt to fast-moving exec.
• Excellent verbal and written English; high-energy, personable presence.
• Calm, adaptable self-starter; welcomes feedback and freedom.
• Available on ET or EU schedule; not 24/7 on-call.

Responsabilidades

• Own the master list of active projects across businesses; manage deadlines, owners and next steps.
• Chase approvals and follow up until closed; coordinate with teams and nonprofits.
• Review reports and dashboards; flag gaps and coordinate with internal/external parties.
• Triage messages and draft external correspondence for executive.
• Set up project management system (Notion/Asana) and build dashboards.
• Manage calendar across time zones and plan travel (domestic/international).

Conhecimentos

Project management

Follow-through

Stakeholder relations

Calendar management

Travel planning

Notion

Asana

AI tools

English fluency

Ferramentas

Notion

Asana

Dashboards

Descrição da oferta de emprego

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.