Chief of Staff

Location: Remote (US Hours)
Type: Full-time Independent Contractor

About the Role

We are seeking a high-judgment proactive values-driven Chief of Staff to own and operate the systems that keep multiple businesses running smoothly.

Your mission is simple but high impact:
Protect the owners attention. Reduce stress. Increase throughput.

You will manage communications drive operations oversee cross-venture workflows and build AI-powered systems that amplify clarity efficiency and execution. This is a strategic execution role blending elements of Chief of Staff Executive Assistant and Operations Manager.

You will work directly with the owner daily and shape the structure rhythms and operating cadence that enable all ventures to grow.

Key Responsibilities

1. Email & Communication Command Center

• Manage a high-volume inbox across multiple ventures.

• Triage all incoming messages using a structured priority framework:

  • Urgent / Important

  • Important / Not Urgent

  • Delegated

  • Archive / Ignore

• Draft responses for review; send directly when appropriate.

• Maintain communication templates and playbooks.

• Convert email inputs into clean trackable action items in Notion.

2. Cross-Venture Operations & Project Management

• Maintain a unified master Notion dashboard covering all ventures.

• Track priorities owners tasks and deadlines across a central project database.

• Run a weekly operations review with the owner:

  • Top 5 priorities per venture

  • Blockers and follow-ups

  • Decisions required from the owner

• Own follow-through across:

  • Sage Matters

  • Familia Morgan Wine

  • Future/new ventures

• Ensure nothing stalls due to unclear ownership or lack of follow-up.

3. Protect the Owners Creative & Strategic Time

• Maintain the owners ideal weekly rhythm including protected deep-work blocks.

• Gatekeep requests and determine whether they truly require the owners involvement.

• Structure the owners ideas voice notes and recordings into tasks briefs or projects.

• Reduce noise decision fatigue and operational friction.

4. AI-Assisted Automation & Systems Building

Use AI tools (ChatGPT Claude Gemini Notion AI) to:

• Draft communications

• Summarize emails meetings and documents

• Turn notes into actionable plans

• Build lightweight automations using Notion Zapier Make etc.

• Maintain an Automation Log documenting ROI and efficiency gains

• Own and improve the Prompt Library across all ventures

• Identify repetitive workflows and propose automation solutions

5. Notion Systems Ownership (Holding Company OS)

• Maintain the Holding Company HQ workspace in Notion:

  • Master Tasks

  • Master Projects

  • SOPs

  • Prompt Library

  • Automation Library

• Build and maintain venture-specific pods:

  • Sage Matters

  • Familia Morgan Wine

  • Additional ventures (current future)

• Ensure a consistent Email Notion Action pipeline.

• Keep all systems clean intuitive organized and scalable.

Who You Are

Values & Character

• Deeply trustworthy and confidentiality-focused.

• Mature grounded and values-driven.

• Calm under pressure; creates order out of chaos.

• Service-oriented yet able to confidently push back to protect the owners time.

• Strong interpersonal judgment and communication instincts.

(The client places extremely high value on integrity character and long-term trust.)

Experience & Skills

Must-Haves

• 510 years in Chief of Staff Senior EA Executive Operations Ops Manager or Project Manager roles.

• Proven success supporting a founder/CEO across multiple business lines.

• Exceptional written English and communication judgment.

• High proficiency with:

  • Google Workspace

  • Notion

  • Project management tools

  • AI tools: ChatGPT Claude Notion AI

  • Automation tools (Zapier Make etc.)

• Ability to build systems: SOPs dashboards workflows.

• Excellent prioritization ownership and follow-through.

Nice-to-Haves

• Experience in wellness functional medicine or consumer products.

• Experience supporting founders with multiple ventures.

• Prior experience building advanced Notion systems.

• Comfort coordinating other remote VAs or contractors.

• Portfolio of automations or demonstrable AI usage.

Required Experience:

Senior IC

Key Skills
Compliance Management,Customer Retention,Quality Assurance,Customer Service,Extensive Knowledge,Account Management,Front Office,Telephone Calls,Needs Analysis,Cold calls,Business Relationships,Customer Complaints,Sales Goals,Sales Process,New Clients
Employment Type : Full-Time
Experience: years
Vacancy: 1