Chief of Staff to the CEO

We are hiring a Chief of Staff to the CEO to act as the CEO’s right hand and take full ownership of the CEO’s routines, operational execution, and information flow across the company.

This role is designed for someone the CEO can fully rely on to manage routine decisions, operational follow-ups, payment control, and cross-department coordination, allowing the CEO to focus on strategy, growth, and high-impact decisions.

This is not a people-management role and not an administrative assistant position. It is a high-responsibility execution, judgment, and control role.

Core Mission

• Own and control the CEO’s operating rhythm

• Reduce routine decision fatigue for the CEO

• Ensure execution across all departments

• Maintain full visibility into operational and financial processes

• Act on behalf of the CEO in predictable, routine situations

Key Responsibilities

1. CEO Communication & Representation

• Own and manage the CEO’s email inbox

• Draft and send routine responses in the CEO’s tone and style

• Handle Slack communication with the team on routine and operational matters

• Filter, prioritize, and escalate only what truly requires CEO attention

• Follow up with internal teams and external partners to close loops

You will be trusted to represent the CEO within clearly defined authority boundaries.

2. Execution, Routines & Cross-Department Control

• Own all recurring routines (daily, weekly, monthly) related to the CEO

• Maintain understanding and visibility of all key processes across departments

• Track commitments, decisions, and action items company-wide

• Ensure follow-through, reminders, and resolution of blockers

• Proactively surface risks, delays, or misalignment to the CEO

• Provide structured status updates and reporting to the CEO

You do not replace departments — you ensure alignment, execution, and accountability across them.

3. Payment Management & Tenant Debt Coordination

• Control and track all incoming payments from tenants

• Monitor payment status and identify delinquencies

• Proactively reach out to tenants with outstanding balances to:

  • Understand their situation

  • Attempt resolution and prevent legal escalation when possible

• Coordinate with the legal department by:

  • Preparing and sharing required documentation

  • Escalating cases where legal action is required

• Maintain accurate records and status reporting related to payments and debt

This responsibility requires firmness, empathy, and absolute accuracy.

4. Time, Calendar & Energy Management

• Full ownership of the CEO’s calendar

• Schedule and reschedule meetings strategically to protect focus

• Prepare concise briefings for meetings (context, agenda, decisions required)

• Reduce unnecessary meetings and interruptions

• Actively protect the CEO’s time and mental bandwidth

Success in this role is measured by how focused, prepared, and unburdened the CEO is.

5. Hiring Support & AI-Assisted Screening

• Conduct first-round interviews for selected roles

• Use AI tools to summarize, evaluate, and rank candidates

• Prepare structured interview notes and recommendations

• Escalate only top candidates to the CEO

Strong comfort with AI tools, structured thinking, and evaluation frameworks is required.

Confidentiality & Trust (Top Priority)

This role involves access to highly sensitive information, including financial data, legal matters, internal discussions, and personal CEO communications.

• Absolute confidentiality is non-negotiable

• A high level of discretion, integrity, and trustworthiness is required at all times

• NDA and confidentiality commitments will be mandatory

Trust is foundational to this role.

Authority & Boundaries

This role:

• Acts on behalf of the CEO in routine and predictable situations

• Controls execution flow and operational follow-ups

• Manages payment tracking and tenant debt coordination

• Own and report cross-department status to the CEO

• ❌ Does NOT manage people directly

• ❌ Does NOT define company strategy

• ❌ Does NOT commit the company financially beyond agreed limits

Clear authority and escalation rules will be defined during onboarding.

Required Experience & Profile

Experience

• 2+ years in Operations, Project Management, Chief of Staff, Executive Assistant to CEO (senior level), or similar roles

• Direct experience working with founders or C-level executives

• Proven ability to manage complexity in fast-moving environments

• Experience owning processes, control systems, or operational oversight

Skills & Traits

• Extremely strong organization and follow-through

• Sound judgment and decision-making ability

• Calm, reliable, and proactive under pressure

• High attention to detail, especially in financial matters

• Service-oriented mindset with firmness when required

• Comfortable operating autonomously with responsibility

• Tech-savvy, including productivity tools and AI workflows

Language

• Native Ukrainian or Russian

• Excellent written and spoken English (C1 or higher)

What This Role Is Not

• Not a people manager

• Not a department head

• Not a junior assistant role

• Not a marketing, HR, or social media position

• No travel planning or logistics responsibilities