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Chief of Staff – Executive Operations
Veta Virtual. Own the master list of active projects across multiple businesses, including deadlines, deliverables, owners, and next steps .
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates strong project management capabilities, including the ability to coordinate multiple initiatives, manage timelines, and implement project-management systems like Notion or Asana. Exhibits excellent communication skills and a polished presence when interacting with high-level stakeholders, while being adaptable and tech-savvy in a fast-paced environment.
Highest-signal resume keywords
Project ManagementStakeholder CommunicationNotion SetupAsana ManagementFinancial Report Review
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Project ManagementFinancial Report ReviewDashboard CreationProcess DevelopmentTimeline Management
Soft Skills
Excellent Verbal CommunicationAnalytical ThinkingAdaptabilityHigh-Energy PresenceSelf-Starter
Tools & Technologies
NotionAsanaGoogle SheetsAI ToolsProject Management Systems
Industry Keywords
NonprofitESGSustainabilityInvestor RelationsHigh-Net-Worth Individuals
About the role
Key responsibilities & impact- Own the master list of active projects across multiple businesses, including deadlines, deliverables, owners, and next steps
- Keep major initiatives on target and protect the executive’s time
- Chase approvals, answers, and action items proactively until they are closed
- Review financial reports, customer experience dashboards, and other materials for gaps or discrepancies
- Coordinate with internal teams and external parties, including a mission-driven nonprofit initiative
- Serve as a trusted point of contact for investors, high-net-worth individuals, institutions, senior executives, and government officials
- Participate in meetings, phone calls, and email correspondence, including when the executive is absent
- Triage messages and draft correspondence on the executive’s behalf
- Ensure important external follow-ups happen on time
- Set up and manage a project-management system such as Notion or Asana
- Move work out of Google Sheets and build project and priority dashboards
- Evaluate and implement new tools, including AI tools
- Create processes, templates, and checklists to maintain continuity during absences
- Manage a fast-changing calendar across multiple time zones
- Protect time for high-priority work
- Prepare agendas, background notes, and concise research for key meetings
- Arrange domestic and international travel, including flights, hotels, ground transportation, and itineraries
- Report directly to the senior executive as an individual contributor
Requirements
What you’ll need- 2+ years as a Chief of Staff, Office Manager, Executive Assistant, Project Manager, or similar role
- Strong project management and follow-through
- Ability to own timelines, flag blockers early, act before being asked, and follow up until completion
- Very tech-savvy and a quick, analytical thinker
- Ability to learn new tools quickly
- Excellent verbal and written English
- High-energy, personable presence; polished and comfortable speaking with teammates, investors, senior executives, and government officials, including on camera
- Calm, adaptable self-starter who handles changes gracefully and works without step-by-step direction
- Willingness to respectfully push back or follow up with the executive and accept constructive feedback
- Availability on a consistent Eastern Time or EU schedule, with ET preferred
- Must be currently based in Latin America (LATAM) or Europe
- Bonus: experience with investors, high-net-worth individuals, institutions, senior executives, government officials, or STEM, finance, nonprofit/ESG/sustainability backgrounds
- Bonus: hands-on experience setting up Notion, Asana, or similar project-management systems with dashboards
- Bonus: experience building presentations and dashboards with AI tools deployed on platforms such as Lovable or Vercel
- Bonus: experience working with distributed teams across EMEA and NAM/LATAM
- Must submit a short 2-minute video question response in clear, confident English
Benefits
Comp & perks- Competitive compensation in USD, paid consistently every month
- Contract-to-hire opportunity, with an initial 1-month period and strong performers considered for permanent placement
- 100% remote work on a consistent schedule, with changes planned ahead around travel
- Direct partnership with a senior executive
- Real ownership and lots of freedom
- Supportive culture through Veta Virtual and the client