Chief of Staff

Virtustant

South Africa

Remote

ZAR 1,486,000 - 2,973,000

Full time

15 hours ago

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Benefits offered by this job

Remote work

Flexible currency options

Job summary

Virtustant seeks a Chief of Staff to organize business development and provide executive support. You will manage client communications, prepare partner meetings, and draft emails in the partners' voice.

You will leverage Claude and ChatGPT for research, drafting, and analysis while building automated workflows with internal AI agents. You will track client conversations, follow up on opportunities, and optimize CRM pipelines.

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 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 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 partners' calendars: ensure the right people attend and the wrong people are not required.
Prepare for meetings with briefs, background, agendas, and materials.
Describe processes clearly so an AI builder can turn them into workflows and then run them.

Skills

Executive support

English proficiency

AI tools user

CRM experience

Process improvement

No-code workflows

Tools

Claude

ChatGPT

No-code builders

Microsoft Office

Google Workspace

CRM software

Job description

Job Title: Chief of Staff

About The Company

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