Chief of Staff / Operations & Systems Partner Needed

This role is for someone who doesn’t just complete tasks. You redesign how work happens.

We’re looking for an operations-minded partner who naturally thinks in systems, anticipates needs before they’re voiced, and takes pride in making other people’s work easier, calmer, and more effective. You’ll work closely with leadership to turn voice notes, ideas, and evolving priorities into clean workflows, documented systems, and forward ---------- ntum. If you’re energized by ambiguity, enjoy spotting inefficiencies, and want to grow into owning how an organization runs — this will feel like a fit. If you’re looking for a role with static instructions, narrow scope, or purely reactive support, this likely won’t be the right match.

TLDR; the founder/CEO is looking for someone to jump in head first and be hungry to improve our foundation to allow us to build and scale with ease. The CEO is also a very busy mom to 2 young kids, in addition to other commitments, so is looking for someone to really be able to take ownership and be proactive to grow with the team.

Please be aware that this is currently a part time role with opportunity to transition to full-time within the next several months for the right person. Role is fully remote with a very flexible schedule but must be willing to overlap with some EST hours to align with CEO.

Full Details About the Role:
Our team is looking for an Operations & Systems Partner to work directly with the founder/CEO and core leadership team of a growing, mission-driven organization at the intersection of culture, community, and social impact.

Please be aware that is not a traditional virtual assistant role, and requires more strategic thinking - in addition to logistics coordination and administrative tasks.

This role exists to:
> Reduce cognitive load for leadership, especially for our CEO
> Turn ideas into systems (alongside our Head of Strategy and Ops)
> Turn chaos into clarity
> Protect time, energy, and focus
> Build operational infrastructure that scales

You will act as a Chief of Staff (lite version for now as our team is still scaling): anticipating needs, streamlining workflows, and quietly making everything run better.

If you enjoy building order inside fast-moving environments and thinking one step ahead of leadership, this role will feel energizing.

What You’ll Actually Do
1. Operations & Project Flow
- Translate meetings, voice notes, and Looms into clear tasks and next steps
- Manage and maintain project boards (Notion, Asana, Trello, Airtable, etc.) in addition to our repository of documents and files (Notion)
- Track deadlines, dependencies, and ownership across a small team
- Follow up with tea ---------- mbers to keep work moving (clear, kind accountability)
- Prepare short weekly updates so leadership always knows what’s on track

2. Systems & Documentation
- Turn messy processes into simple SOPs and checklists
- Document workflows so they don’t live only in someone’s head
- Build templates for repeatable work (intake forms, trackers, agendas, etc.)
- Maintain a clean, usable internal knowledge hub

3. Time & Efficiency Support
- Help leadership work smarter, not harder
- Suggest better ways to sync (e.g., async updates, voice calls, batching)
- Reduce duplicated effort and unnecessary meetings
- Flag inefficiencies and propose improvements proactively

4. Digital Organization & Tool Support
- Maintain organized file systems and naming conventions
- Assist with light no-code work (Notion, Airtable, forms, automations)
- Keep systems clean, current, and usable

5. Coordination & Logistics
- Handle scheduling and logistics across internal and external stakeholders
- Draft operational emails and coordination notes (not strategy or sales)
- Maintain contact lists, trackers, and lightweight CRM records

This Role Is NOT:
- A calendar-only admin role
- A passive “wait for instructions” position
- Strategy ownership or creative direction
- Sales, pitching, or negotiation
- Community management or public-facing engagement
- Engineering or advanced technical development

YOUR job is to make it easier for others to do those things well.

Who This Role Is For
>> You will thrive here if you:
- Think in systems, sequences, and leverage
- Naturally ask, “Is there a simpler or smarter way to do this?”
- Are comfortable operating in ambiguity and evolving environments
- Anticipate needs before they’re fully articulated
- Take pride in being essential but behind the scenes
- Enjoy building infrastructure that other people rely on
- Are confident making recommendations to leadership

This Role Is NOT a Fit If You:
- Need highly detailed instructions for every task
- Prefer static, predictable workflows
- Wait to be told what to do rather than proposing solutions
- Are uncomfortable making judgment calls
- Feel stressed by changing priorities
- See your role as task execution rather than ownership

Experience We Care About (But Thinking Matters More):
- Experience supporting startups, founders, or small teams
- Familiarity with tools like Notion, Airtable, Asana, Google Workspace
- Comfort working from voice notes, Looms, and rough ideas
- Strong written communication and documentation skills
- Bonus: A love of music and pop culture and all things culture
- Note that formal titles matter less than how you operate.

What Success Looks Like (First 90 Days):
- Leadership spends less time on admin and coordination
- Clear systems exist for repeatable work
- Projects move forward with fewer bottlenecks
- Information is easy to find and up to date
- The team feels more focused and aligned
- You are trusted as a thought partner, not just support

Growth Potential:
This role is designed to grow and the right person can evolve into: Operations Lead / Chief of Staff–style role / Owner of internal systems and workflows

We are looking for someone who wants a runway, not just a task list.

To Apply, please include:
- A short note on why this role excites you
- An example of a system or process you’ve built that made someone’s work easier
- (Optional but encouraged) How you prefer to work with founders or leaders, OR how do you make their life easier?