Chief of Staff

• 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

• 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

• 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