Chief of Staff Careers 

Executive Assistant

The Opportunity 
vChief is seeking an enthusiastic, independent team member to join us as a full-time Executive Assistant to our Founder and CEO, providing administrative, operational, and project-based support. From managing logistics like travel and calendars to supporting internal communications that bolster our culture, the Executive Assistant will proactively identify and solve problems, take on projects that maximize our CEO’s time and impact, and streamline company operations. A successful Executive Assistant has a keen eye for detail, impeccable follow-through, and a strong customer service orientation. Reporting into the Chief of Staff, the position provides an exciting opportunity to gain insight into the fast-paced world of growing a fully remote and highly flexible organization and helps build upon vChief’s early success to drive our business to the next level. 
 

Our Organization 
Founded in 2016, vChief is a young, but established and successful company providing virtual chief of staff support to busy executives on a part-time or interim basis. We recruit, select and vet chief of staff consultants and match them with CEOs and other senior leaders who need a right-hand partner. Leaders opt into a monthly level of service to meet their needs, which is provided by one of our contracted chiefs of staff. These chiefs of staff will help CEOs take things off their plate so the CEO can focus their efforts where they will have the most impact. They do things like supporting a CEO's communications and meeting follow-up, managing projects, creating systems and processes to improve efficiency, planning meetings and events, hiring, budget development, and more. We've had great success with our clients to date, with 98% indicating they would recommend vChief to a friend or colleague. Now we are looking to share these services with more CEOs in more industries. 
 

Responsibilities 
Responsibilities include, but are not limited to: 

  • Implement an effective task management system for the CEO and provide daily prioritization and follow-up on key tasks

  • Proactively manage the CEO’s calendar and travel itineraries in ways that align with her ongoing priorities; support includes submitting reimbursements and expense reports, communicating with external and internal stakeholders on behalf of the Office of the CEO

  • Manage inbox communications ensuring that correspondence or task requests are managed, delegated, and/or prioritized appropriately

  • Support internal communications and culture by drafting tees, announcements, supporting collateral production like presentations or memos, and coordinating meetings with internal stakeholders

  • Support ongoing client engagement and satisfaction by proactively setting up check-ins with clients and chiefs to assess quality and solicit feedback as part of initial engagement

  • Coordinate across departments to facilitate, track, and update system processes; support with other duties as needed that meet the evolving needs of the business

  • Working across departments to set up and manage systems appropriately including creation and management of document protocols, creating templates for standard use onboarding and offboarding users, and integrating updates to maximize system utility

  • Serve as a positive ambassador for the Office of the CEO by consistently embodying our values and operating with a strong customer service orientation
     

Education and Experience 

  • Bachelor’s degree is preferred but not required

  • 1-2 years of either part-time or full-time experience in administrative management/operations support highly preferred

  • Experience working with organizational systems (e.g., Excel, Google Drive, Copper)

  • Experience with executive-level calendar management, including domestic travel coordination

  • Understanding of and comfort in virtual, rapid growth startup environments 
     

Knowledge, Skills, and Abilities 

  • Exceptionally organized and detail-oriented with impeccable follow through on all projects and deliverables; ability to identify efficiencies that maximize time

  • Ability to anticipate needs, identify potential roadblocks or barriers, and a strong solutions-orientation to help mitigate potential problems before they emerge

  • Stellar verbal and written communication skills, with demonstrated ability to communicate strategically with CEO, manage up, and get information needed to keep projects moving forward

  • Provides systematic and dependable follow-up as well as a high level of organization and preparedness

  • High degree of self-direction who can manage priorities and work in a highly flexible, virtual work environment

  • Fluency in GSuite, Box, Copper, Slack, Adobe

  • Exemplification of vChief’s core values: excellence, integrity, and servant leadership
     

Compensation 

Compensation for this role is $50,000-$55,000, depending on experience. The Executive Assistant will also be eligible for vChief benefits, including a work from home stipend, reimbursement for healthcare premiums, unlimited vacation (with set minimums), retirement savings, and more! 
 

Anti-discrimination policy and commitment to diversity 

vChief seeks individuals of all ethnic and racial backgrounds to apply for this position; we are committed to maximizing the diversity of our organization. 


This job description reflects vChief’s assignment of essential functions and qualifications of the role. Nothing in this herein restricts management’s right to assign, reassign, or eliminate duties and responsibilities to this role at any time.

 


Disclaimer: Candidates must complete the entire application to be considered for this position.

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