Key Responsibilities:
Flawless Calendar & Time Management:
- Ruthlessly protect and manage Ownership's time.
- Manage complex, constantly changing schedules across multiple businesses and personal responsibilities.
- Coordinate meetings, appointments, training sessions, executive commitments, and personal obligations.
- Anticipate scheduling conflicts and proactively resolve them before they become problems.
- Ensure Ownership's time remains focused on the highest-value activities.
Inbox & Communication Triage:
- Serve as the first line of defense for Ownership's communications.
- Manage and organize high-volume email inboxes.
- Identify and prioritize urgent or high-value communications.
- Gather context, connect the dots, and draft responses when appropriate.
- Proactively research missing information rather than allowing communications to stall because of missing context.
- Ensure important communications receive timely follow-up.
Logistics & Travel:
- Seamlessly coordinate flights, accommodations, transportation, and detailed itineraries.
- Manage logistics for business travel, client bootcamps, Traction meetings, executive sessions, and personal travel.
- Anticipate potential travel issues and proactively develop solutions.
Professional & Personal Integration:
- Manage both professional and personal administrative responsibilities for Ownership.
- Take ownership of tasks that distract Ownership from revenue-generating, leadership, coaching, or visionary activities.
- Coordinate across multiple businesses and responsibilities to create structure and predictability.
- Proactively identify opportunities to remove administrative burdens from Ownership.
Meeting Preparation:
- Ensure Ownership enters every executive session, training, client meeting, and internal meeting fully prepared.
- Assemble meeting briefs, relevant background information, Fathom links, CRM information, and supporting documentation.
- Review previous meetings, transcripts, project boards, and other resources to identify relevant context.
- Anticipate what information Ownership will need before they need to ask for it.
Required Skills & Qualifications:
- Prior experience supporting CEOs, founders, entrepreneurs, or senior executives in a fast-paced environment.
- Ability to perform effectively in a high-pressure environment with constantly changing priorities.
- Excellent written and verbal English communication skills.
- Strong reading, writing, and professional communication abilities.
- Exceptional organizational and time-management skills.
- Ability to manage complex calendars and multiple competing priorities.
- Strong professional judgment and discretion when handling confidential information.
- Ability to work independently and take ownership without constant supervision.
- Strong problem-solving and research capabilities.
- Ability to anticipate needs rather than simply react to assigned tasks.
Technology & Systems:
Candidates should be highly comfortable working with modern business technology, including:
- Microsoft Office 365.
- Microsoft Outlook.
- Microsoft Teams.
- HubSpot (prior experience strongly preferred).
- monday.com.
- Zoom.
- Fathom.
- CRM and project management systems.
- AI-powered productivity tools and workflows.
- Candidates should have a strong general understanding of AI tools and be comfortable adopting new AI-enabled workflows that improve executive productivity and operational efficiency.
Who You Are:
Hyper-Attentive to Detail:
- You double-check and triple-check.
- Precision is your baseline.
Proactive Context-Seeker:
- When you don't know the answer, you look for it.
- You know how to dig into CRMs, meeting transcripts, project boards, emails, and internal systems to find the missing puzzle pieces before asking for help.
Tough but Human:
- You can protect Ownership's boundaries and say no gracefully but firmly.
- You care about people while still demanding accountability and follow-through.
Tech-Fluent:
- You are comfortable navigating multiple systems and quickly learning new technology.
- You aren't intimidated by new platforms, automation, or AI workflows.
Calm Under Pressure:
- Ownership operates at a fast pace with demanding schedules and responsibilities.
- Where others see chaos, you create order, calm, and predictability.
Accountable:
- You take ownership.
- When something falls within your responsibility, leadership should not have to wonder whether it is getting done.
Core Values:
The organization operates according to five core values:
- Humanity++.
- Boldness.
- Accountability.
- Growth Mindset.
- Ambition & Drive.
- The ideal candidate genuinely aligns with these values and brings them into their daily work.
Working Hours:
- Full-Time.
- 9:00 AM – 5:00 PM EST.
What We Offer:
- Competitive compensation based on experience.
- Performance-based end-of-year bonus.
- Paid time off.
- 100% remote work environment.
- Opportunity to work directly within the inner circle of successful entrepreneurs and business leaders.
- Direct support and collaboration with a Chief of Staff.
- Exposure to multiple growing businesses, executive coaching, sales training, and leadership initiatives.
- Opportunity for long-term professional growth alongside a high-performance leadership team.
What Success Looks Like:
- Ownership's calendars are organized, protected, and optimized around their highest-value priorities.
- Important emails, communications, and follow-ups never fall through the cracks.
- Ownership enters meetings fully prepared with the necessary context, documentation, and information.
- Travel and logistics are handled seamlessly without requiring significant involvement from Ownership.
- Administrative and personal responsibilities are proactively handled before they become distractions.
- Information is researched and context is gathered independently rather than relying on Ownership to provide every answer.
- The Chief of Staff and Ownership can confidently delegate responsibilities knowing they will be completed accurately and on time.
- Ownership spends more time on leadership, clients, revenue generation, and strategic initiatives because you have removed administrative friction from their lives.
