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Job Overview
Location
Pacific Time Zone
Job Type
Full-time
Category
Chief of Staff
Date Posted
September 24, 2025
Full Job Description
đź“‹ Description
- • Act as the Chairman’s indispensable force-multiplier—owning the calendar, inbox, and daily workflow so every hour is invested in the highest-leverage decisions across a venture fund, professional-services firm, and fast-growing software company.
- • Architect and continuously refine the Chairman’s “personal operating system”: design AI-driven prioritization dashboards, automated briefing packs, and decision logs that convert fragmented inputs into clear, executable next steps.
- • Serve as air-traffic controller for a global portfolio—scheduling board meetings, investor updates, diligence sessions, and LP summits—while pre-empting conflicts, flagging strategic gaps, and ensuring every stakeholder feels heard and prepared.
- • Draft and edit mission-critical communications—emails, investor letters, board decks, LP reports, and keynote scripts—translating complex ideas into concise, high-impact narratives that protect the Chairman’s time and amplify his voice.
- • Build trust at the speed of light: interface with founders, GPs, regulators, and family-office partners on the Chairman’s behalf, making judgment calls, securing signatures, and closing loops without waiting for explicit approval.
- • Run weekly cross-company stand-ups that synchronize the venture, services, and software teams; track OKRs, surface blockers, and convert follow-ups into Jira/Asana cards with owners and deadlines so nothing falls through the cracks.
- • Own end-to-end event execution—whether it’s a 3-day off-site in Lisbon, a demo-day for 200 investors, or an intimate dinner with Fortune-50 CEOs—negotiating venues, managing budgets, and producing run-of-show documents that make every moment count.
- • Pilot lightweight analytics that turn portfolio data into actionable insights: maintain real-time cap-table summaries, burn-rate heat-maps, and follow-on funding probability scores so the Chairman can intervene early and decisively.
- • Safeguard compliance and governance—coordinate K-1 distributions, 409A valuations, SEC filing timelines, and board consents—working alongside legal, finance, and fund admins to keep every entity audit-ready.
- • Curate the Chairman’s continuous learning feed: distill 10-Ks, TechCrunch headlines, academic papers, and Twitter threads into 3-minute voice memos or Notion pages that keep him ahead of market shifts without the noise.
- • Maintain a living stakeholder map—tracking birthdays, deal preferences, board seats, and kids’ names—so every interaction feels personal and every relationship compounds.
- • Experiment fearlessly with new tools (Clay, Rewind, Otter, Notion AI, Zapier) and roll out the winners to the wider exec team, cutting manual work and freeing cognitive bandwidth for creative problem-solving.
- • Champion diversity, equity, and inclusion inside the portfolio: flag gaps in hiring pipelines, suggest diverse candidates for board roles, and ensure the Chairman’s external voice advances equitable entrepreneurship.
- • Keep a calm cockpit during hyper-growth—whether closing two acquisitions in a week or navigating a down-round—you’ll be the steady hand that anticipates fires before they start and routes resources to extinguish them fast.
- • Measure success by one metric: the Chairman wakes up each day knowing exactly what matters, why it matters, and that you have already handled the rest.
🎯 Requirements
- • 10+ years as a strategic executive assistant, chief of staff, or operations partner to C-suite or fund GPs in high-velocity environments (venture, PE, accelerators, or tech startups).
- • Demonstrated mastery of calendar, travel, and inbox zero methodologies—plus advanced fluency in productivity stacks: Google Workspace, Notion, Asana/Jira, Slack, Zoom, Clay, Zapier, and AI transcription or summarization tools.
- • Proven ability to synthesize quantitative and qualitative data into executive-ready insights; comfort reading cap tables, P&Ls, and venture-style dashboards.
- • Exceptional written and verbal communication skills; can draft an LP update, a founder rejection, or a board memo that sounds like the Chairman wrote it himself.
- • Pacific-Time-Zone overlap (PST/PDT) of at least 6 core hours daily; willingness to travel domestically and internationally 4–6 times per year with 48-hour notice.
🏖️ Benefits
- • Base salary $120–130 k plus performance bonus up to 20 % of base, paid semi-annually and tied to fund IRR and portfolio milestone achievements.
- • Fully remote-first culture with $2 k annual home-office stipend, $1 k annual learning budget, and quarterly off-sites in premium locations (Aspen, Tulum, Lisbon).
- • Premium medical, dental, vision, and mental-health coverage for you and dependents at no employee cost, plus 401(k) with 4 % match immediate vesting.
- • Carry eligibility in the current and follow-on funds—participate in the upside you help create; expected 5-figure annual distributions once fund crosses hurdle.
Skills & Technologies
Remote
Degree Required
About Prime Executive Offices
Prime Executive Offices operates a business center in Carlsbad, California, providing furnished executive suites, virtual offices, meeting rooms, and co-working space. The facility offers flexible lease terms, professional reception services, high-speed internet, phone answering, mail handling, and on-site administrative support. Clients range from startups to established firms seeking turnkey workspace solutions without long-term commitments. Amenities include secure 24/7 access, kitchen facilities, copying and printing services, and complimentary parking. The center emphasizes cost efficiency and scalability, allowing businesses to occupy space immediately and adjust square footage as needs evolve. It serves North San Diego County professionals requiring a prestigious business address.
