Chief of Staff

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Act as the main point of accountability and the central link among four business entities and personal operations.

• Ensure comprehensive oversight across businesses and facilitate the timely gathering, organization, updating, and distribution of information to the appropriate individuals.

• Oversee executive priorities and manage property management logistics.

• Assist in back-office design procurement and supervise deliverables related to fitness expansion.

• Provide high-level executive and personal administrative support.

• Maintain a comprehensive property database containing details on holding entities, tenants, rent schedules, deposits, lease alerts, insurance policies, tax timelines, and utility logins.

• Download, review, highlight variances, and reconcile monthly utility statements for the bookkeeper.

• Develop and implement standard operating procedures (SOPs) for acquisitions, tenant transitions, utility transfers, lease renewals, and maintenance requests.

• Address tenant and vendor requests, coordinate property access, manage insurance and permit renewals, and log maintenance and markup fees.

• Organize and maintain files for interior design projects, including scope sheets, vendor contracts, and decision logs.

• Monitor purchasing and logistics from procurement to delivery, tracking SKUs, deposits, delivery dates, damage reports, and storage.

• Update budgets, create client invoices, reconcile vendor receipts, and provide coded records to the financial team.

• Keep CRM records up to date, draft client check-ins, coordinate project photography, and refresh digital portfolios.

• Monitor capital contributions, member loans, expenses, LLC entities, leases, insurance, and legal agreements for the fitness business.

• Maintain timelines for expansion, site evaluation files, contractor schedules, and checklists for grand openings.

• Supervise external marketing, public relations, and advertising agencies to ensure adherence to deliverables and timelines.

• Manage the Managing Partner’s calendar, confirming appointments, resolving conflicts, and reserving time for focused work.

• Arrange family appointments, school calendars, travel itineraries, household vendor schedules, and personal renewals.

• Monitor email inboxes, prioritize flagged items, and draft responses.

• Provide daily morning briefs and end-of-shift close-out notes.

• Conduct weekly strategy reviews and structured handoffs with the financial team.

• Utilize AI tools such as Claude/Claude Design to generate project specifications, floor plans, communications, document summaries, and client-facing materials.

⛳️ Requirements

• A minimum of 5 years of experience in a senior support role such as Chief of Staff, Operations Manager, or Senior Executive Assistant, directly assisting a Founder or Senior Executive across multiple business entities.

• Direct experience in managing real estate back-office operations, including leases, utility setups, tenant transitions, and vendor coordination.

• Proficient in managing spreadsheets, tracking budgets, reconciling invoices, and preparing reporting packages for bookkeepers or accountants.

• Capable of independently creating, implementing, and maintaining SOPs, CRM databases, project trackers, and checklists.

• Comfortable using contemporary software and AI tools, including Claude/Claude Design, CRM platforms, project management applications, and shared password managers.

• Exceptional written and verbal English communication skills with a professional, warm, and collaborative demeanor.

• Proven track record of reliability and stability in previous roles.

• Available full-time, 40 hours per week, during US Eastern business hours.

• A dependable remote work setup, including backup power and internet solutions as necessary.

• Proficiency in Spanish is an advantage.

• Familiarity with property tracking tools, secure password managers, and financial reporting tools such as Ramp and QuickBooks read-access is preferred.

• A publicly accessible 30–90 second audio or video recording in English introducing yourself and explaining your suitability for the role.

• A screenshot of an internet speed test result.

• Must confirm whether the applicant has at least 5 years of relevant executive support experience.

• Must confirm whether the applicant possesses direct experience in real estate or property management.

🏝️ Benefits

• Remote work arrangement, including backup power and internet solutions where applicable.

• Full-time schedule aligned with US Eastern business hours.

• Opportunity for growth into light marketing, client outreach, and broader operational management roles.

• Access to modern AI productivity tools and operational software.