We are looking for aChief of Staffto serve as a strategic partner to the Principal of a family office and investment management business.
This role combines traditional Executive Assistant responsibilities with strategic Chief of Staff ownership.
You will serve as the primary executive support partner to the Principal while also providing calendar management and administrative support to two additional principals.
In addition, you will manage relationship tracking, CRM systems, follow-ups, and productivity workflows across a high-volume, relationship-driven investment operation.The idóneo candidate has supported C-suite executives, founders, investors, or family offices at a senior level, knows how to build systems that actually get used, and brings genuine expertise with AI tools and automation.
You will be expected to anticipate needs, drive accountability, and operate with the kind of judgment and discretion that earns direct access to the highest-level conversations and relationships.If you are a strategic operator who builds systems, closes loops without being asked, and thrives in a fast-moving environment with a high-trust principal, this role is a strong fit.Why You'll Want to JoinYou will be paid inUSD(bi-monthly: every 15th and 30th)Paid Time Offin accordance with company policyObservance ofHolidaysper company guidelines100% remote setupso you can work wherever you're most productiveDirect exposure to senior investors, family offices, and high-level operators globallyHigh-ownership role where you are the operational engine behind a principal who moves at the highest levelOpportunity to build real systems and automations that shape how a busy investor operates day to dayWhat You'll Work OnExecutive Operations and Calendar ManagementServe as the Principal's right-hand partner across day-to-day operations and strategic priorities while providing executive support, calendar management, and administrative coordination for two additional principalsProactively manage complex calendars, scheduling, travel coordination, meeting logistics, and executive administration across multiple principalsPrepare meeting briefs, take notes during executive meetings, and track action items through to completionCoordinate with internal and external stakeholders on behalf of the PrincipalSupport executive administration, project coordination, research, and special projects as neededRelationship Management and CRMBuild and maintain CRM systems, relationship databases,



and follow-up processesTrack key contacts, networking opportunities, introductions, and ongoing relationship management activitiesCreate accountability systems to ensure action items, commitments, and follow-ups are completed without the Principal having to track them himselfProactively surface the right follow-ups at the right time across the Principal's full networkAI Automation and Systems BuildingLeverage AI tools and automation platforms to streamline workflows and improve operational efficiencyBuild and maintain workflows and automations using tools such as Claude, Microsoft Copilot, ChatGPT, Zapier, Make, or equivalentIdentify process improvements and implement scalable systems to support business growthDesign and maintain operational infrastructure that runs reliably without requiring the Principal to manage itCommunication and Stakeholder CoordinationCommunicate directly with senior stakeholders, investors, and business contacts on behalf of the Principal with full professional credibilityDraft and send correspondence, follow-ups, and meeting requests that represent the Principal accuratelyParticipate in executive-level meetings and ensure decisions, actions, and commitments are captured and followed throughWhat You BringProven experience as a Chief of Staff, Executive Business Partner, Senior Executive Assistant, Executive Assistant, or similar strategic support role supporting senior executivesPrevious experience supporting C-suite executives, founders, investors, family offices, private equity firms, venture capital firms, or investment management professionalsStrong understanding of CRM systems, relationship management, and executive operationsAdvanced proficiency with AI tools such as ChatGPT, Claude, or Microsoft CopilotDemonstrated experience building workflows, automations,



or operational systems using AI and technologyExceptional written and verbal English communication skills; you will be on calls and in meetings with senior contacts and must communicate with full professional credibilityStrong organizational skills with the ability to manage multiple priorities simultaneously in a fast-paced environmentHigh level of discretion, professionalism, and confidentialityHighly proactive, self-directed, and comfortable operating with ambiguity and changing prioritiesStrong sense of ownership, urgency, and accountability with the ability to anticipate needs before being askedNice to HaveBackground in family office operations, private equity operations, venture capital operations, or investor relations supportExperience as a Founder Associate or strategic operator inside an investment or entrepreneurial environmentFamiliarity with tools such as HubSpot, Notion, Salesforce, or similar CRM and project management platformsExperience building automations using Zapier, Make, n8n, or similar toolsExperience supporting a principal who travels frequently and operates across multiple time zonesHow to ApplyPlease include:Yourupdated resumeAshort Loom video (1 to 2 minutes)introducing yourself, describing your experience supporting a senior executive or investor, and walking through a specific system or automation you built that made a meaningful difference to how your principal operatedOnly candidates who submit a Loom video will be moved to the next step of the hiring process.If you are a strategic operator who builds systems, closes loops without being asked, and wants to be the operational backbone for a fast-moving investor who operates at the highest level, this role gives you the ownership, the exposure, and the direct impact to do your best work.Application Process OverviewOur comprehensive selection process ensures we find the right fit for both you and our clients:Initial Application- Submit your application and complete our prequalifying questionsVideo Introduction- Record an video introduction to showcase your communication skills and work experienceRole-Specific Assessment- Complete a homework assignment tailored to the position (if applicable)Recruitment Interview- Initial screening with our talent teamExecutive Interview- Meet with senior leadership to discuss role alignmentClient Interview- Final interview with the client team you'd be supportingBackground & Reference Check- Professional reference verificationJob Offer- Successful candidates receive a formal offer to join the teamEach stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.
We'll keep you informed throughout the process and provide feedback at each step.

📌 Chief Of Staff (Executive Operations) (Xico)
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