Chief of Staff

Somewhere; Johannesburg; On-site; ZAR 600 000 - 900 000; Full time

Job summary

A multi-venture management company in Johannesburg is seeking a high-judgment proactive Chief of Staff. You will oversee essential communications, manage operations, and leverage AI tools to streamline processes. The ideal candidate has 5-10 years in similar roles, supporting a CEO across various ventures. You'll ensure smooth operations and protect the owner's creativity and strategic time. This is a full-time position offering the opportunity to shape multiple businesses' operating rhythms.

Qualifications

• 5-10 years in Chief of Staff, EA, Executive Operations, or Project Management.
• Proven success supporting a founder/CEO across multiple business lines.
• Ability to build systems, including SOPs and workflows.

Responsibilities

• Manage high-volume inbox across multiple ventures.
• Run weekly operations review with the owner.
• Maintain master Notion dashboard for project tracking.
• Gatekeep requests to protect the owner's time.
• Use AI tools for drafting communications and summarizing.

Skills

Trustworthy

Strong interpersonal judgment

Service-oriented

Calm under pressure

Exceptional written English

Excellent prioritization

Tools

Google Workspace

Notion

Project management tools

AI tools

Automation tools

Job description

About the Role

We are seeking a high-judgment proactive values-driven Chief of Staff to own and operate the systems that keep multiple businesses running smoothly.

Your mission is simple but high impact:
Protect the owners attention. Reduce stress. Increase throughput.

You will manage communications, drive operations, oversee cross-venture workflows and build AI-powered systems that amplify clarity, efficiency, and execution. This is a strategic execution role blending elements of Chief of Staff, Executive Assistant, and Operations Manager.

You will work directly with the owner daily and shape the structure, rhythms, and operating cadence that enable all ventures to grow.

Key Responsibilities

1. Email & Communication Command Center

• Manage a high-volume inbox across multiple ventures.

• Triage all incoming messages using a structured priority framework:

  • Urgent / Important

  • Important / Not Urgent

  • Delegated

  • Archive / Ignore

• Draft responses for review; send directly when appropriate.

• Maintain communication templates and playbooks.

• Convert email inputs into clean, trackable action items in Notion.

2. Cross-Venture Operations & Project Management

• Maintain a unified master Notion dashboard covering all ventures.

• Track priorities, owner tasks and deadlines across a central project database.

• Run a weekly operations review with the owner:

  • Top 5 priorities per venture

  • Blockers and follow-ups

  • Decisions required from the owner

• Own follow-through across:

  • Sage Matters

  • Familia Morgan Wine

  • Future/new ventures

• Ensure nothing stalls due to unclear ownership or lack of follow-up.

3. Protect the Owners Creative & Strategic Time

• Maintain the owner’s ideal weekly rhythm including protected deep-work blocks.

• Gatekeep requests and determine whether they truly require the owner’s involvement.

• Structure the owner’s ideas, voice notes, and recordings into tasks, briefs or projects.

• Reduce noise, decision fatigue and operational friction.

4. AI-Assisted Automation & Systems Building

Use AI tools (ChatGPT, Claude, Gemini, Notion AI) to:

• Draft communications

• Summarize emails, meetings, and documents

• Turn notes into actionable plans

• Build lightweight automations using Notion, Zapier, Make, etc.

• Maintain an Automation Log documenting ROI and efficiency gains.

• Own and improve the Prompt Library across all ventures.

• Identify repetitive workflows and propose automation solutions.

5. Notion Systems Ownership (Holding Company OS)

• Maintain the Holding Company HQ workspace in Notion:

  • Master Tasks

  • Master Projects

  • SOPs

  • Prompt Library

  • Automation Library

• Build and maintain venture-specific pods:

  • Sage Matters

  • Familia Morgan Wine

  • Additional ventures (current & future)

• Ensure a consistent Email Notion Action pipeline.

• Keep all systems clean, intuitive, organized and scalable.

Who You Are

Values & Character

• Deeply trustworthy and confidentiality-focused.

• Mature, grounded, and values-driven.

• Calm under pressure; creates order out of chaos.

• Service-oriented yet able to confidently push back to protect the owner’s time.

• Strong interpersonal judgment and communication instincts.

(The client places extremely high value on integrity, character, and long-term trust.)

Experience & Skills

Must-Haves

• 510 years in Chief of Staff, Senior EA, Executive Operations, Ops Manager, or Project Manager roles.

• Proven success supporting a founder/CEO across multiple business lines.

• Exceptional written English and communication judgment.

• High proficiency with:

  • Google Workspace

  • Notion

  • Project management tools

  • AI tools: ChatGPT, Claude, Notion AI

  • Automation tools (Zapier, Make, etc.)

• Ability to build systems: SOPs, dashboards, workflows.

• Excellent prioritization, ownership, and follow-through.

Nice-to-Haves

• Experience in wellness, functional medicine, or consumer products.

• Experience supporting founders with multiple ventures.

• Prior experience building advanced Notion systems.

• Comfort coordinating other remote VAs or contractors.

• Portfolio of automations or demonstrable AI usage.

Required Experience: Senior IC

Key Skills: Compliance Management, Customer Retention, Quality Assurance, Customer Service, Extensive Knowledge, Account Management, Front Office, Telephone Calls, Needs Analysis, Cold calls, Business Relationships, Customer Complaints, Sales Goals, Sales Process, New Clients

Employment Type: Full-Time

Experience: years

Vacancy: 1

Create a job alert for this search