What are the responsibilities and job description for the Chief of Staff / Executive Assistant position at Zen Supply, Inc?
The Chief of Staff/Personal Assistant will serve as the principal’s right hand, spearheading strategic initiatives, managing professional and personal affairs, and ensuring that the principal’s life—both business and personal—runs at peak efficiency. This role demands a unique individual who is simultaneously business-savvy, hyper-organized, discreet, proactive, technologically adept, and service-oriented.
If you’ve ever imagined yourself as Alfred (Batman’s trusty confidant) or Jarvis (Iron Man’s brilliant AI assistant), this is your opportunity to embody that level of dedication, foresight, and excellence.
Key Responsibilities
- Strategic Business Management
- Coordinate high-level engagements with international attorneys, accountants, and consultants for various business ventures.
- Oversee global business operations and expansions, including new company setups, venture capital opportunities, and partnerships.
- Manage board seats, including preparing board materials, scheduling meetings, tracking deliverables, and following up on key action items.
- Act as the primary liaison between the principal and third-party vendors, ensuring that contracts, agreements, and negotiations align with strategic goals.
- Administrative & Executive Support
- Maintain an ever-changing and highly detailed calendar of appointments, meetings, and events across multiple time zones.
- Filter and manage incoming communications (calls, emails, messages) to prioritize urgent matters and route them effectively.
- Prepare agendas, reports, and briefs for important meetings or business reviews.
- Track expenses, invoices, and budgets, liaising with finance teams or CPAs to maintain precise financial records.
- Personal Support & Household Management
- Oversee all aspects of personal scheduling and household routines (from laundry to grocery shopping to home repairs).
- Hire, train, and manage domestic staff (housekeepers, drivers, chefs, etc.), ensuring top-tier service and maintenance of the principal’s home(s).
- Plan and coordinate private events, dinners, and social gatherings, guaranteeing seamless execution.
- Anticipate and proactively address the principal’s personal needs (e.g., scheduling doctor appointments, renewing documents, managing personal memberships).
- Travel Planning & Logistics
- Organize complex domestic and international travel itineraries, from flights and accommodations to ground transportation and security.
- Stay abreast of travel restrictions, visa requirements, and itinerary changes.
- Ensure all personal travel preferences are attended to, from dietary requirements and leisure activities to any special accommodations.
- Project & Initiative Leadership
- Take ownership of key projects—from initial planning to execution—ensuring goals and deadlines are met.
- Conduct research and feasibility studies on prospective investments, startups, or philanthropic ventures.
- Draft high-level documents and presentations for new initiatives or expansions.
- Social Media & Public Engagement
- Manage the principal’s digital presence, including personal and professional social media accounts.
- Coordinate speaking engagements, conferences, and community events.
- Work with PR or marketing teams (where applicable) to maintain consistent brand messaging.
- Expense & Financial Oversight
- Monitor budgets for both personal and business expenses, verifying accuracy and compliance.
- Reconcile credit card statements, track receipts, and coordinate reimbursements.
- Collaborate with accountants and financial advisors to provide timely updates on financial performance or major transactions.
- Confidentiality & Discretion
- Handle sensitive information with the utmost discretion, safeguarding the principal’s privacy and security.
- Exercise sound judgment in decision-making, escalation of issues, and interactions with external parties.
- Problem-Solving & Proactive Support
- Approach challenges with a “no-job-too-small” mindset—willing to jump in and fix problems before they arise.
- Proactively identify ways to enhance efficiency or personal comfort for the principal.
- Continuously refine processes, checklists, and workflows to optimize operations.
Job Types: Full-time, Contract
Pay: $60,000.00 - $120,000.00 per year
Schedule:
- Monday to Friday
- On call
- Weekends as needed
Work Location: In person
Salary : $60,000 - $120,000