Chief of Staff

🔥 2 hours ago

🇿🇦 South Africa – Remote

💵 $4k / month

⏰ Full Time

🔴 Lead

👩🏽‍✈️ Chief of Staff

👻 Ghost score 0%

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InsideOut

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2015

🎯 Recruiter

🤝 B2B

Recruitment • B2B

InsideOut is a recruiting and placement service that sources, screens, and delivers pre-vetted virtual assistants (VAs) and specialists for small businesses and solopreneurs. They provide a done-for-you hiring process—booking a strategy call, sourcing candidates from strategic regions (Philippines, Latin America, South Africa, Egypt), delivering a curated shortlist within 5–7 business days, and supporting offer negotiations and onboarding. InsideOut emphasizes cost-effective global talent (hourly ranges listed by region), a six-month replacement guarantee, pay-only-when-you-hire pricing (no subscriptions), and ongoing post-hire support. Roles covered include general and executive assistants, sales, operations/HR, marketing and creative, and accounting/bookkeeping, targeting U. S. businesses that want to scale by outsourcing administrative and specialist tasks.

📋 Description

• Serve as the primary point of organizational accountability and central connective tissue across four business entities and personal operations • Maintain cross-business oversight and ensure information is gathered, organized, updated, and dispatched to the right people on time • Manage executive priorities and oversee property management logistics • Support back-office design procurement and monitor fitness expansion deliverables • Handle high-level executive and personal administration • Maintain a master property database with holding entities, tenant details, rent schedules, deposits, lease alerts, insurance policies, tax timelines, and utility logins • Download, review, flag variances, and reconcile monthly utility statements for the bookkeeper • Write and execute SOPs for acquisitions, tenant transitions, utility transfers, lease renewals, and maintenance requests • Field tenant and vendor requests, coordinate property access, manage insurance/permit renewals, and log maintenance/markup fees • Set up and maintain interior design project files, scope sheets, vendor contracts, and decision logs • Track purchasing and logistics from procurement through delivery, including SKUs, deposits, delivery dates, damage reports, and storage • Update budgets, draft client invoices, reconcile vendor receipts, and pass coded records to the financial team • Maintain CRM records, draft client check-ins, coordinate project photography, and update digital portfolios • Track fitness business capital contributions, member loans, expenses, LLC entities, leases, insurance, and legal agreements • Maintain expansion timelines, site evaluation files, contractor schedules, and grand-opening checklists • Monitor external marketing, PR, and advertising agencies against deliverables and timelines • Triage and protect the Managing Partner’s calendar, confirm appointments, resolve conflicts, and block focus time • Coordinate family appointments, school calendars, travel itineraries, household vendors, and personal renewals • Monitor inboxes, flag priorities, and draft responses • Deliver daily morning briefs and end-of-shift close-out notes • Conduct weekly strategy reviews and structured handoffs with the financial team • Use AI tools such as Claude/Claude Design to generate project spec sheets, floor plans, communications, document summaries, and client-facing materials

🎯 Requirements

• 5+ years of experience in a high-level support role such as Chief of Staff, Operations Manager, or Senior Executive Assistant, directly supporting a Founder or Senior Executive across multiple business entities • Direct experience handling real estate back-office operations, leases, utility setups, tenant transitions, and vendor coordination • Proficiency in spreadsheet management, budget tracking, invoice reconciliation, and preparing reporting packages for bookkeepers/accountants • Ability to create, implement, and maintain SOPs, CRM databases, project trackers, and checklists independently • Comfortable using modern software and AI tools, including Claude/Claude Design, CRM platforms, project management tools, and shared password managers • Flawless written and verbal English communication skills with a professional, warm, and collaborative tone • Demonstrated long-term reliability and stability in previous positions • Available full-time, 40 hours per week, during US Eastern business hours • Reliable remote work setup, including backup power/internet solutions where applicable • Spanish language proficiency is a plus • Prior familiarity with property tracking tools, password manager security vaults, and financial reporting tools such as Ramp and QuickBooks read-access • Publicly accessible 30–90 second audio or video recording in English introducing yourself and explaining fit • Screenshot of an internet speed test result • Must answer whether the applicant has at least 5 years of relevant executive support experience • Must answer whether the applicant has direct real estate or property management experience

🏖️ Benefits

• Remote work setup, including backup power/internet solutions where applicable • Full-time schedule during US Eastern business hours • Opportunity to expand into light marketing, client outreach, and broader operational management • Use of modern AI productivity tools and operational software

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