Associate Chief of Staff

About the Role

The Associate Chief of Staff serves as a senior execution partner to the Founder & CEO, ensuring priorities are structured, initiatives move forward, and executive operations remain organized and efficient.

This role blends strategic execution with high-level executive support. It requires someone who is equally comfortable driving cross-functional accountability and managing detailed administrative responsibilities.

The ideal candidate is proactive, highly organized, tech-savvy, and capable of operating with discretion in a fast-moving environment.

Core Responsibilities

Executive Operations & Administrative Leadership

• Manage complex and shifting executive calendar
• Coordinate leadership meetings, agendas, and follow-up tracking
• Draft and format executive communications and internal documents
• Organize reports, presentations, and key business materials
• Maintain confidentiality of sensitive information
• Serve as gatekeeper and filter for executive priorities

Strategic Execution & Accountability

• Translate leadership discussions into structured action plans
• Track deadlines and cross-functional follow-through
• Maintain visibility on key company initiatives
• Ensure commitments across departments are completed on time
• Surface risks and bottlenecks early

Systems & Process Management

• Build and maintain tracking dashboards and KPI tools
• Support implementation of internal workflows (Asana, spreadsheets, etc.)
• Improve operational organization and documentation standards
• Streamline communication and reduce inefficiencies

Recruiting & Onboarding Coordination

• Coordinate interview scheduling and candidate communication
• Track hiring workflow and documentation
• Support onboarding alignment and compliance tracking

What We’re Looking For

Required:

• 3 to 6 years experience in executive support, operations, or business coordination
• Experience supporting senior leadership or founders
• Strong administrative discipline and follow-through
• Advanced proficiency in Microsoft Excel / Google Sheets
• High comfort level with project management tools (Asana, Monday, etc.)
• Strong written communication and document preparation skills
• Ability to manage competing priorities without supervision

Preferred:

• Experience in construction, manufacturing, or operational industries
• Experience building tracking systems or dashboards
• Experience supporting recruiting and onboarding processes

Technical Skills Required

• Advanced Microsoft Office or Google Workspace
• Strong Excel proficiency (formulas, tracking sheets, reporting)
• Project management software (Asana preferred)
• Comfortable learning new systems quickly
• Ability to organize digital workflows efficiently

Benefits

• Competitive hourly pay
• Health, dental, and vision insurance
• Paid time off and paid holidays
• 401(k)
• Direct exposure to executive leadership
• Growth path into expanded operational responsibility

Job Type: Full-time

Pay: $32.00 - $38.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance

Application Question(s):

• Have you tracked KPIs or performance metrics in a prior role?
• Have you used project management software (Asana, Slack, Procore, Buildertrend, HRIS systems.)?
• What percentage of your previous role involved independent decision-making?
• Have you directly supported a CEO, Founder, or senior executive before?
• Are you comfortable handling both executive-level administrative tasks and strategic project tracking?

Work Location: In person