Chief of Staff / Executive Assistant to CEO

About the role

We are looking for a high‑energy Executive Assistant who will evolve into the Chief of Staff for Mina Elias, a founder and CEO overseeing multiple fast‑growing businesses. You will protect his time, turn ideas into actionable projects, and keep both his professional and personal life running smoothly.

Key responsibilities

• Translate Mina’s ideas, voice notes, and meeting decisions into clear projects with owners, deadlines, and follow‑up.
• Maintain a prioritized rolling to‑do list, filtering items that need his direct attention.
• Prepare and follow up on leadership meetings: agendas, notes, action items, and accountability.
• Lead special projects such as launches, events, new ventures, and tool rollouts.
• Support deals and partnerships through HubSpot pipeline tracking and contract management in PandaDoc/DocuSign.
• Manage a complex, multi‑company calendar across time zones, protect focus time, and triage inbox communications.
• Plan premium international travel, retreats, and coordinate household staff, vendors, and personal appointments.
• Build and maintain SOPs, trackers, and recurring processes using ClickUp, Notion, Slack, and Google Workspace, leveraging AI tools daily.

Required profile

• 3+ years experience as an EA, Chief of Staff, or Life Manager supporting a founder/CEO on both business and personal matters.
• Proven track record of owning projects from start to finish.
• Expertise in complex international travel planning and scheduling.
• Strong discretion with confidential information.

Required skills

• Advanced use of AI tools (Claude, ChatGPT) and automation platforms (Zapier, Make).
• Google Workspace, Slack, spreadsheets, and a project‑management tool (ClickUp, Notion, Asana).
• HubSpot, PandaDoc, DocuSign.

What we offer

• Salary $3,000‑$4,000 per month with performance‑based increases.
• 36 PTO days per year.
• Direct mentorship from Mina and a clear path to Chief of Staff.
• Exposure to high‑level founders, unique travel experiences, and a fast‑moving AI‑enhanced environment.