Chief of Staff – Executive Operations

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

📋 Description

• Take charge of the master list of active projects across various businesses, detailing deadlines, deliverables, owners, and next steps.

• Ensure major initiatives stay on track and safeguard the executive’s time.

• Proactively pursue approvals, answers, and action items until they are finalized.

• Analyze financial reports, customer experience dashboards, and other documents for any gaps or inconsistencies.

• Collaborate with internal teams and external stakeholders, including a mission-driven nonprofit initiative.

• Act as a reliable point of contact for investors, high-net-worth individuals, institutions, senior executives, and government officials.

• Engage in meetings, phone calls, and email communications, including in the executive’s absence.

• Prioritize messages and draft communications on behalf of the executive.

• Ensure timely follow-ups on critical external matters.

• Establish and oversee a project-management system, such as Notion or Asana.

• Transition work from Google Sheets and develop project and priority dashboards.

• Assess and adopt new tools, including AI technologies.

• Develop processes, templates, and checklists to ensure continuity during absences.

• Manage a dynamic calendar spanning multiple time zones.

• Allocate time for high-priority tasks effectively.

• Prepare agendas, background notes, and concise research for significant meetings.

• Organize domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.

• Report directly to the senior executive as an individual contributor.

⛳️ Requirements

• Minimum of 2 years experience as a Chief of Staff, Office Manager, Executive Assistant, Project Manager, or a comparable role.

• Strong project management skills and follow-through capabilities.

• Ability to manage timelines, identify blockers early, act proactively, and follow up until tasks are completed.

• Highly tech-savvy with quick analytical thinking skills.

• Capacity to rapidly learn new tools.

• Exceptional verbal and written communication skills in English.

• Energetic and personable demeanor; polished and comfortable engaging with teammates, investors, senior executives, and government officials, including on camera.

• Calm, adaptable self-starter who navigates changes smoothly and works independently without needing step-by-step instructions.

• Willingness to respectfully challenge or follow up with the executive and accept constructive feedback.

• Availability on a consistent Eastern Time or EU schedule, with a preference for Eastern Time.

• Must currently reside in Latin America (LATAM) or Europe.

• Bonus: experience engaging with investors, high-net-worth individuals, institutions, senior executives, government officials, or backgrounds in STEM, finance, nonprofit/ESG/sustainability.

• Bonus: hands-on experience in setting up Notion, Asana, or similar project-management systems with dashboards.

• Bonus: experience in creating presentations and dashboards using AI tools on platforms like Lovable or Vercel.

• Bonus: experience working with distributed teams across EMEA and NAM/LATAM.

• Submission of a short 2-minute video response to a question in clear, confident English is required.

🏝️ Benefits

• Competitive compensation in USD, paid consistently every month.

• Contract-to-hire opportunity, starting with an initial 1-month period, with strong performers considered for permanent positions.

• 100% remote work with a consistent schedule, with changes planned in advance around travel.

• Direct collaboration with a senior executive.

• Genuine ownership and a high degree of autonomy.

• Supportive culture through Veta Virtual and the client.