Chief of Staff

Chief of Staff

• Working Hours: 40 hours per week, Eastern Time Zone, with a flexible schedule
• Working Days: 5 days a week
• Days Off: 2 days off per week; Saturday is standby availability for genuine emergencies only
• Work Location: Fully-remote, you can work from anywhere
• Salary Range: 2,000 - 2,500 USD per month base salary

Company Overview

It is a performance-driven podcast advertising company that helps growth-minded businesses acquire customers through measurable podcast advertising campaigns. The team combines strategy, creative execution, and performance data to build and scale campaigns, with a strong focus on measurable results, efficient customer acquisition, and continuous optimization.

The company operates in a fast-moving, remote environment where ownership, initiative, clear communication, and accountability are highly valued. You'll work closely with the founder and a growing team, with the opportunity to make meaningful operational decisions and help build the systems that support continued growth.

Mission

We're looking for a Chief of Staff who can operate as a true second-in-command to the founder and help turn a growing business into a more organized, scalable operation. This is not a traditional Executive Assistant, Operations Manager, or project management role. The ideal candidate will take ownership of systems, people, processes, and day-to-day operations while giving the founder greater leverage to focus on growth.

You'll be responsible for building systems and SOPs from scratch, recruiting and hiring team members, managing remote operations, solving problems independently, and stepping in when important situations require senior-level judgment. You should be comfortable making decisions without constant founder supervision and taking ownership of outcomes even when the issue was not directly caused by you.

If you've successfully run a business, department, or major function independently while a founder or leader was away—and you enjoy bringing structure, solving problems, building teams, and making things run better—you'll feel right at home.

Key Responsibilities

Your daily tasks will vary, giving you room to take ownership, solve problems, and strengthen the systems and team that support the business.

• Act as a true second-in-command to the founder, taking ownership of operational priorities and helping translate business goals into execution.
• Build, document, and continuously improve systems, workflows, and SOPs from scratch.
• Identify operational gaps and proactively create processes that improve efficiency, accountability, and consistency.
• Manage day-to-day operations across a fully remote team working across multiple time zones.
• Recruit, interview, onboard, and help hire team members as the business grows.
• Manage team performance, follow up on priorities, and ensure responsibilities and deadlines are clearly owned.
• Make independent operational decisions and solve problems without requiring constant founder supervision.
• Take ownership of issues from identification through resolution, regardless of who initially caused the problem.
• Monitor business workflows and identify bottlenecks, risks, and opportunities for improvement.
• Coordinate cross-functional projects when needed, while focusing on building sustainable systems rather than simply tracking tasks.
• Step in on client escalations when situations require senior-level communication, de-escalation, and problem-solving.
• Work alongside the dedicated Client Success Manager when a client issue requires additional support or leadership involvement.
• Keep the founder informed through clear, concise, and proactive updates without needing to be chased for information.
• Help implement tools, automations, and AI-powered workflows that reduce repetitive work and improve operational efficiency.
• Maintain organized documentation and ensure important processes, decisions, and responsibilities are clearly recorded.
• Support the founder with strategic and operational priorities as they arise, adapting quickly to changing business needs.
• Monitor team and operational performance and proactively recommend improvements.
• Be available on Saturday by phone for genuine emergencies only, such as an unexpected issue with a scheduled content shoot; Saturday is not a regular working day.

Qualifications

• Years of Experience: 3–5+ years in operations management, online business management, Chief of Staff, or a closely related role
• CRM Tool: Not required
• Softwares: Notion, ClickUp, Asana, Slack, Google Drive, Frame.io; experience with AI tools and workflow automation is a strong plus
• Industry Knowledge Required: Remote operations, team management, systems and SOP development, recruitment, digital businesses, creative agencies, content production, digital marketing, or fast-moving startups
• Specific Gender: No preference

Skills & Competencies

• Strong ownership mindset with the ability to take responsibility for outcomes and follow problems through to resolution
• Proven ability to build systems and SOPs from scratch rather than simply following existing processes
• Strong leadership and people-management skills, including the ability to recruit, onboard, and manage remote team members
• Highly proactive; identifies what needs to be done without waiting to be asked
• Calm and clear under pressure, particularly when handling operational problems or client escalations
• Strong independent decision-making and judgment, with the ability to operate effectively without daily founder supervision
• Excellent written and verbal communication, with a habit of providing proactive and concise updates
• Strong organizational and prioritization skills across multiple moving parts
• Ability to manage a fully remote team independently across multiple time zones
• Strong problem-solving skills and a practical, solutions-oriented approach
• Comfortable working in a fast-changing environment where priorities can shift quickly
• High attention to detail and strong process discipline
• Comfortable using technology to improve workflows, automate repetitive tasks, and create operational efficiencies
• Demonstrated experience independently running a business, department, or major function while a founder or senior leader was away

Technical Requirements

• Own PC or laptop
• Reliable internet connection; ability to handle large video file downloads and uploads
• Noise-cancelling headset and a quiet, professional workspace
• Ability to work comfortably within Notion, ClickUp, Asana, Slack, Google Drive, and Frame.io
• Ability to use AI and workflow automation tools where appropriate
• Ability to join video meetings via Zoom/Google Meet and share screens for reviews
• Ability to remain reachable by phone for genuine Saturday emergencies

Position Description

• Working Hours: 40 hours per week, with a flexible schedule aligned generally with the Eastern Time Zone; there is no requirement for a rigid 9–5 schedule as long as the full workload is completed
• Working Days: 5 days a week
• Days Off: 2 days off per week; Saturday is not a regular workday, but phone availability is required for genuine emergencies
• Work Location: Fully-remote, you can work from anywhere
• PTO (Paid Time Off): 1–2 paid days off per month with standard advance notice; major US holidays are observed, including Christmas, and the employee's birthday is also a paid day off
• Salary Range: 2,000 - 2,500 USD per month base salary