Chief of Staff

This is a fully remote position, open to applicants in Lebanon, +5 more countries.

📋 Description

• Transform Mina's concepts, voice recordings, and meeting decisions into organized projects with designated owners and timelines, then ensure follow-up until completion.

• Maintain an ongoing, prioritized to-do list for Mina, providing context, suggested solutions, and clear requirements for decision-making.

• Filter team communications, presenting only those that necessitate Mina's attention.

• Prepare for and follow up on leadership meetings, including creating agendas, taking notes, documenting action items, and ensuring accountability.

• Manage special projects from inception to completion, including launches, events, new initiatives, and vendor or tool implementations.

• Assist with deals and partnerships utilizing HubSpot and PandaDoc/DocuSign.

• Attend meetings and make decisions on Mina's behalf as needed over time.

• Oversee a complex calendar across multiple companies and time zones.

• Manage inboxes and messages, drafting replies in Mina's tone, while handling sensitive communications with discretion.

• Oversee expenses, invoices, vendor payments, and reconciliation across various entities.

• Plan and coordinate premium international travel from start to finish, including loyalty points, access to lounges, concierge services, itineraries, and contingency plans.

• Organize multi-week trips, retreats, and events.

• Coordinate household operations, including managing vendors, maintenance, wellness appointments, dining, and social plans.

• Collaborate with Mina's partner to prioritize personal matters.

• Develop and maintain standard operating procedures, trackers, and recurring processes using ClickUp, Notion, Slack, and Google Workspace.

• Utilize Claude, ChatGPT, and in-house AI tools on a daily basis; automate or document repeatable tasks.

• Take ownership of calendar management, inbox triage, travel arrangements, and rolling to-do list within 30 days.

• Conduct weekly priority reviews and document core SOPs within 60 days.

• Assume full responsibility for entire projects, achieving a savings of 10+ hours per week for Mina within 90 days.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Chief of Staff, or Life Manager directly supporting a founder or CEO (both business and personal aspects).

• A proven history of taking ownership of projects from initiation to completion, rather than merely coordinating tasks.

• Expertise in international travel planning and complex scheduling.

• Extensive daily experience with AI tools, and proficiency in Google Workspace, Slack, spreadsheets, and a project management tool (ClickUp/Notion/Asana).

• Exceptional written English skills: clear, concise, and capable of writing in Mina's voice.

• Unwavering discretion with sensitive business, financial, and personal information.

• Experience in a high-growth startup, agency, e-commerce, or multi-business founder setting.

• Familiarity with HubSpot, PandaDoc/DocuSign, or basic finance/bookkeeping principles.

• Experience in building automations (Zapier, Make, AI workflows).

• Experience managing or coordinating household staff or a small team.

🏝️ Benefits

• Salary range of $3,000 - $4,000 per month, with potential for performance-based increases.

• 36 paid time off (PTO) days annually.

• Direct mentorship from Mina with a clear advancement path to Chief of Staff.

• Opportunities for exposure to high-level founders and unique travel experiences.