Chief of Staff

We're helping a high-performing CEO in the tech, investment, and AI sector find an experienced Chief of Staff to bring structure, clarity, and efficiency across business, investment, and personal operations.

You'll manage communication, tools, scheduling, investment workflows, and documentation — while gradually expanding into AI-enabled projects, investor coordination, and strategic operational support.
This role is ideal for a highly experienced, self-sufficient professional who anticipates needs, takes initiative, and executes with precision, not someone who waits for instructions.

Part-Time: 10–15 hours/week (2–3 hours/day, mornings – Perth time; will grow over time)
Schedule: Morning hours, Perth time (with some flexibility)
Location: Fully Remote 
Engagement: Independent Contractor
Start Date: ASAP
Monthly Starting Rate: Open, depending on level of experience

What You'll DoPhase 1 – Core Operations

• Manage emails, LinkedIn communication, SharePoint, and calendar scheduling.

• Act as an appointment setter — schedule, confirm, and follow up on meetings.

• Prepare and summarize meeting notes and action items with accuracy.

• Organize leads and contacts in GoHighLevel (transitioning later to HubSpot).

• Structure documents, workflows, and systems using Microsoft tools and Notion.

• Document SOPs and internal processes using Loom.

• Support payment and expense tools such as Continia and Pleo (invoices, reimbursements, payments).

• Send weekly progress reports ahead of weekly calls and maintain updates in Notion.

• Support LinkedIn activity — scheduling posts, monitoring engagement, and handling connection follow-ups.

Phase 2 – Expansion & Development

• Structure information and knowledge to feed into the CEO's AI clone (summaries, FAQs, process content).

• Conduct research and prepare concise reports, briefs, or proposals.

• Coordinate calls, meetings, and events across multiple time zones.

Investment, Operations & Personal SupportInvestments – Structure & Funding Flows

• Document and monitor funding flows (contributions, allocations, returns, distributions, reporting).

• Set up protocols for investors, contracts, legal documentation, and compliance.

• Structure processes related to real estate, asset management, optimization, and performance.

• Assist in preparing due diligence documents, investor updates, and reporting packs.

• Recommend improvements in structure, automation, reporting, governance, and investment flows.

Private Investments & Personal Support

• Manage and follow up on personal investments (real estate, equities, funds, crypto).

• Handle documentation, payments, and reporting for private projects.

• Coordinate with advisors, lawyers, banks, accountants, and service providers.

• Provide support for personal administration, travel, and confidential matters.

Contract & Event Coordination

• Coordinate contracts, NDAs, and vendor agreements.

• Organize investor meetings, webinars, and events.

• Manage documents and correspondence across SharePoint, OneDrive, and Notion.

What We're Looking For

• 10–15 years of experience as an Executive Assistant, Operations Manager, or similar senior support role.

• Experience with REITs, real estate funds, investment structures, or financial environments.

• Strong understanding of funding processes, capital flows, governance, and compliance.

• Proficiency with GoHighLevel, HubSpot, Microsoft 365, Notion, Loom, and workflow tools.

• Basic experience with payment systems (Continia, Pleo, or similar).

• Familiarity with password managers (NordPass, 1Password, etc.).

• High confidentiality awareness and understanding of data security best practices.

• Strong organizational skills, exceptional attention to detail, and proactive communication.

• Comfortable supporting a fast-moving CEO with minimal supervision.

• Fluent in English (willing to learn basic Dutch is a plus).

• Interest in AI tools, automation, and process documentation.

• Ability to coordinate external experts in CRM, AI, or automation projects.

Why This Role

• Work directly with a CEO who values excellence, speed, and autonomy.

• Build systems and processes from scratch and shape long-term operational infrastructure.

• Enjoy ownership without micromanagement — your role is trusted and strategic.

• Contribute to innovative AI and investment-related projects.

Recruitment Process

1. Initial Interview

2. Client Interview

3. Task Assessment / Simulation

4. Offer & Onboarding

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