High Level – Chief of Staff

Job Description

Part-Time | 20 hours per week | 4hrs a day |US Time Zone About The Role We’re looking for an exceptional Chief of Staff to become the operational right hand of the Founder and help scale a fast-growing creator-led business. This is not an administrative or task-based role. You’ll serve as the operational engine of the business by driving execution across content production, partnerships, projects, financial reporting, and day-to-day operations. You’ll create clarity from complexity by building systems, coordinating teams, solving problems before they arise, and ensuring the Founder can stay focused on high-value activities. This role is ideal for someone who enjoys balancing strategy with execution, thrives in fast-paced environments, and takes ownership of outcomes rather than simply completing tasks. Key Responsibilities Executive Operations Manage the Founder’s inbox, calendar, scheduling, and daily priorities. Identify urgent issues and prepare daily action plans. Draft communications and follow up on outstanding conversations. Coordinate travel, meetings, and special projects. Capture meeting notes and convert discussions into actionable plans. Keep the Founder focused on strategic priorities. Partnership & Relationship Management Manage partnership opportunities from initial inquiry through completion. Track negotiations, contracts, deliverables, and payment status. Coordinate affiliate partnerships and sponsorship deliverables. Build and maintain strong relationships with partners. Proactively identify and resolve stalled opportunities. Content & Production Operations Oversee content production timelines from planning through publication. Coordinate scripts, editors, contractors, and publishing schedules. Ensure production deadlines are consistently met. Onboard new contractors and monitor performance. Maintain project boards and improve production workflows. Develop and refine Standard Operating Procedures (SOPs). Team Leadership Lead daily team check-ins and coordinate priorities. Remove operational blockers. Improve communication across teams. Drive accountability and follow-through. Document workflows and continually improve operational efficiency. Financial & Business Operations Prepare weekly business performance reports. Track revenue, expenses, profitability, and operational metrics. Monitor partnership pipeline and outstanding invoices. Maintain visibility across contracts, negotiations, and revenue forecasts. Ensure accurate reporting for leadership. Project Management Manage multiple cross-functional projects simultaneously. Monitor timelines, risks, ownership, and project status. Identify bottlenecks and proactively solve operational challenges. Coordinate stakeholders to ensure projects continue moving forward. AI & Systems Optimization Leverage AI tools to improve productivity and operational efficiency. Use AI for writing, research, meeting summaries, documentation, and workflow automation. Continuously identify opportunities to improve systems through AI and automation. Requirements Non-Negotiables 5+ years of experience as a Chief of Staff, Operations Manager, Integrator, Senior Project Manager, or similar operational leadership role . Proven experience supporting founders, executives, or business leaders. Exceptional project management and organizational skills. Strong operational mindset with the ability to manage multiple priorities simultaneously. Excellent written and verbal English communication skills. Financial literacy with experience preparing or interpreting business reports. AI fluent, with hands-on experience using tools such as ChatGPT, Claude, or similar AI platforms. Strong problem-solving skills with the ability to anticipate challenges before they arise. Ability to work independently while maintaining a high level of accountability. Must-Have Skills Executive-level communication and stakeholder management. Strong leadership and cross-functional coordination skills. Experience building and improving operational systems and processes. Excellent time management and organizational abilities. Ability to prioritize effectively in a fast-moving environment. Strong attention to detail without losing sight of business objectives. Comfortable making informed decisions and taking ownership of outcomes. Proficiency with modern productivity, project management, and collaboration tools. Nice to Have Experience supporting content creators or digital media businesses. YouTube or digital content operations experience. Sponsorship or influencer partnership management. Affiliate marketing knowledge. Bookkeeping or financial reporting experience. Experience managing freelancers and remote teams. Workflow automation and AI implementation experience. Background in process improvement or operational excellence. Tools & Platforms Experience with the following is highly preferred: Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) Notion Monday.com CRM platforms WhatsApp AI productivity tools (ChatGPT, Claude, AI meeting assistants) Project management and documentation software Success Metrics Projects move forward with minimal operational bottlenecks. Content production remains on schedule with consistent execution. Partnerships and business opportunities receive proactive follow-up and timely completion. Weekly operational and financial reports are delivered accurately and on time. Team members clearly understand priorities, responsibilities, and deadlines. Operational systems become increasingly organized, documented, and scalable. The Founder spends significantly more time focused on strategic growth rather than day-to-day operations. The business becomes less dependent on the Founder through improved systems and operational excellence. Who Will Thrive in This Role You are: Highly organized and exceptionally proactive. Comfortable making decisions and taking ownership. Calm under pressure and adaptable to changing priorities. An excellent communicator who keeps stakeholders informed. Financially literate and operationally minded. Passionate about improving systems and increasing efficiency. AI curious and eager to leverage technology to improve workflows. Someone who naturally thinks several steps ahead and proactively solves problems. This Role Is Not For You If You wait for instructions instead of taking initiative. You prefer routine administrative work over strategic operations. You struggle with ambiguity or rapidly changing priorities. You avoid accountability or difficult conversations. You focus only on completing tasks instead of improving systems. You are uncomfortable making recommendations or challenging inefficient processes. Growth Opportunity This is a long-term leadership opportunity for someone who wants to play a key role in scaling a high-growth business. You’ll work directly with the Founder, gain exposure to every area of the business, and have the opportunity to shape operations, build scalable systems, and become one of the most trusted leaders in the organization. Job Offer: ₱37,000 per month during the probationary period. Up to ₱43,000 per month upon successful completion of the 6-month probationary period, subject to satisfactory performance and positive feedback, plus applicable benefits and bonuses. Up to ₱48,000 per month upon completing 24 months with the Company, subject to continued satisfactory performance, positive feedback, and achievement of agreed-upon scorecard metrics. Benefits Private Life and Accident Insurance + Telemedicine Quarterly P2,500 wellness reimbursement Reimburse up to P400/month of your PhilHealth voluntary contribution 2x a year mental health counseling session with a board-certified counselor or therapist 1x a year financial health planning with a certified financial planner Monthly upskilling and personal development seminars Legal and paperwork assistance for visas, loans, etc. Birthday gift Christmas gift Bereavement Assistance Other company-wide events and contractors engagement activities Work from home set-up 10 Paid Time Offs Paid US Holidays Please note that for this application, all hired applicants are required to submit a Police Clearance or NBI Clearance as part of our onboarding requirements. NO TO FREELANCERS WE DON’T CONTRACT “FREELANCERS”. We only hire people who want a long term, stable job and role with a growth-focused company. We don’t tolerate moonlighting, cheating on hours, or lack of respect for confidentiality and intellectual property. We are backed by a strong HR and legal team for this. You are honestly paid for the work you came here to do. If you want to be a freelancer and want a “gig” or a “for now” thing, we advise you use freelancer platforms like Upwork. That said, we pour a lot of love and growth into our team members, and we don’t want that to go to waste. If you meet the qualifications and are interested, kindly complete the form provided below: https://tinyurl.com/33wxudca Pay: Php37,000.00 - Php50,000.00 per month Benefits Additional leave Company Christmas gift Company events Health insurance Life insurance Opportunities for promotion Pay raise Work from home Work Location: Remote