Chief of Staff

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Chief of Staff & Executive Operations based in Spain. Support a senior executive overseeing multiple businesses and initiatives by bringing structure, accountability, and efficiency to a fast-paced working environment. This multifaceted role combines strategic project coordination, operational management, and high-level executive support, offering significant ownership and autonomy. You will manage priorities across multiple initiatives, ensure critical deliverables stay on track, and anticipate what needs attention before being asked. From building effective project management systems and leveraging AI-powered tools to coordinating investor relations, complex schedules, and international travel, you will help the executive operate at their best. The position is ideal for a proactive, tech-savvy professional who thrives on solving problems independently and turning ambiguity into clear action. You will work directly with senior leadership in a remote, international environment that values initiative, adaptability, and measurable results. Accountabilities: As Chief of Staff & Executive Operations, you will act as a trusted operational partner to a senior executive, ensuring that priorities are organized, projects progress smoothly, and important relationships and commitments receive consistent attention. Your responsibilities will span strategic coordination, operational systems, stakeholder communication, and executive support.
* Project Management and Execution: Maintain a master overview of active projects across multiple businesses, tracking deadlines, deliverables, owners, and next steps. Keep major initiatives on schedule and protect the executive's time for high-priority decisions.
* Proactive Follow-Through: Anticipate outstanding approvals, responses, and action items, follow up with relevant stakeholders, identify blockers early, and ensure commitments are completed without waiting for instructions.
* Reporting and Quality Control: Review materials prepared for the executive, including financial reports and customer experience dashboards, identify inconsistencies or missing information, and coordinate with internal teams and external partners to resolve issues.
* Investor and Stakeholder Relations: Serve as a trusted point of contact for investors, high-net-worth individuals, institutions, senior executives, government officials, and other important stakeholders. Communicate professionally in meetings, by phone, and by email, including when the executive is unavailable.
* Executive Communications: Triage incoming messages, draft correspondence on the executive's behalf, prioritize requests, and ensure important external communications and follow-ups are handled promptly.
* Operational Systems and Processes: Establish and maintain project management systems using tools such as Notion, Asana, or similar platforms. Replace fragmented tracking methods, including spreadsheets, with centralized workflows and dashboards that provide clear visibility into projects and priorities.
* Tools and AI Enablement: Research, test, and implement new technologies, including AI-powered tools, to improve productivity, reporting, and decision-making.
* Process Documentation: Develop practical processes, templates, checklists, and documentation that keep work consistent and ensure continuity when team members are unavailable.
* Calendar and Meeting Management: Manage a dynamic calendar across multiple time zones, prioritize important commitments, and prepare agendas, background notes, and concise research to ensure meetings are productive.
* Travel and Logistics: Coordinate domestic and international travel, including flights, accommodation, ground transportation, and itineraries. Plan ahead while remaining calm and resourceful when unexpected changes arise.
* Cross-Functional Coordination: Maintain alignment across businesses, distributed teams, and external partners, including a mission-driven nonprofit initiative, ensuring that responsibilities and deadlines remain clear.

Requirements:
The ideal candidate is an organized, resourceful, and technologically confident professional who combines strong project management skills with polished communication and executive support capabilities. You should be comfortable working independently, handling shifting priorities, and building systems that help a busy executive operate more effectively.
* Relevant

Experience:
At least 2 years of experience as a Chief of Staff, Office Manager, Executive Assistant, Project Manager, or in a similar coordination or operations role. Demonstrated capability, initiative, and commitment are more important than years of experience alone.
* Project Management: Strong organizational and follow-through skills, with the ability to manage multiple timelines, track deliverables, identify blockers, and ensure projects progre