Chief of Staff

SUMMARY:

The Chief of Staff serves as a strategic and technology-focused partner to the Owner, responsible for optimizing day-to-day operations through the use of digital tools, systems, and technology. This role goes beyond traditional executive support, requiring a highly organized and tech-forward professional who can streamline workflows, improve organization, and enhance the Owner’s ability to operate at a high level.

RESPONSIBILITIES:

• Manage and prioritize the Owner’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as a strategic partner and gatekeeper, ensuring the Owner’s time is aligned with key priorities.
• Coordinate meetings and prepare agendas, materials, and executive-level summaries.
• Serve as a primary point of contact on behalf of the Owner with internal and external stakeholders.
• Draft, edit, and manage high-level correspondence, reports, and presentations.
• Handle sensitive and confidential information with the highest level of discretion.
• Oversee and optimize the Owner’s digital ecosystem, including CRM systems, cloud-based platforms, project tracking tools, and document management systems.
• Leverage technology, automation, and digital tools to streamline workflows, reduce manual processes, and enhance operational efficiency.
• Implement and maintain structured digital workflows, ensuring organization, accessibility, and scalability of information.
• Track key initiatives using digital tools, ensuring deadlines, accountability, and real-time visibility.
• Develop and maintain dashboards, trackers, and reporting tools to provide insight into priorities, performance, and progress.
• Organize and maintain digital and physical files, with a strong emphasis on cloud-based organization and version control.
• Evaluate and introduce new technologies or tools to improve efficiency, communication, and execution.
• Coordinate with vendors, consultants, and key contacts on behalf of the Owner.
• Troubleshoot technology, systems, and platform-related issues and coordinate with IT support as needed.
• Identify opportunities to improve processes, systems, and overall operational efficiency through technology.
• Support special projects, research initiatives, and strategic priorities as directed by the Owner.
• Coordinate travel logistics, expense reporting, and administrative tasks as needed to support the Owner.
• Perform additional duties as assigned.

QUALIFICATIONS:

• Strong organizational and time management skills with the ability to prioritize at a strategic level.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and sound judgement.
• Proactive, detail-oriented, and adaptable in a fast-paced environment.
• Strong interpersonal skills with the ability to interact on behalf of the owner.
• Ability to work independently while supporting executive-level demands.
• Demonstrated ability to improve processes and drive efficiency

TECHNICAL SKILLS

• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Strong experience with cloud-based platforms and collaboration tools such as Microsoft Teams, SharePoint, and Google Workspace.
• Strong overall technology proficiency, including digital file management, shared drives, and cloud-based systems.
• Comfortable troubleshooting basic IT issues, managing user access, and supporting office technology needs.
• Experience organizing and maintaining structured digital filing systems and documentation.
• Highly adaptable and quick to learn new systems, tools, and technologies.

EDUCATION:

• Bachelor’s degree preferred, or equivalent combination of education and experience.
• Minimum of 3 years of supporting a senior executive, owner, or leadership team.

LANGUAGE SKILLS:

• Excellent verbal and written communication skills in English and Spanish a must.