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InsideOutVAS$4K per monthSouth Africa only
Opens the original posting on Himalayas.
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ROLE DETAILS
Chief of Staff
The client is a dynamic multi-entity family office and serial entrepreneur operating across four distinct market sectors:
Real Estate Investment & Development: A portfolio of cash-investment residential properties across multiple regions, managed under individual entity structures alongside property management for outside owners.
Boutique Interior Design & Contracting: A boutique interior design practice specializing in high-end residential projects, turnkey furnishing, and property contracting.
Boutique Fitness & Wellness: A fast-growing infrared fitness studio brand with locations across key markets undergoing strategic expansion, corporate structuring, and location rollouts.
Personal & Family Office: Family office administration, executive scheduling, and personal household logistics.
The business operates with a small, high-touch core team—including licensed brokers, property accountants, bookkeepers, and studio managers. The Managing Partner requires a central partner to maintain cross-business oversight, streamline administrative follow-through, and bridge operational gaps across all four sectors.
As the Chief of Staff, you will serve as the primary point of organizational accountability and central connective tissue across all four business entities and personal operations.
You are the "layer above and between" the Managing Partner, external accountants, bookkeepers, studio managers, contractors, and clients—ensuring information is gathered, organized, updated, and dispatches to the right people on time. You will manage executive priorities, oversee property management logistics, support back-office design procurement, monitor fitness expansion deliverables, and handle high-level executive and personal administration.
Master Property Registry: Maintain a current master database across all properties (holding entities, tenant details, rent schedules, security deposit holdings, lease expiration alerts at 120/90/60 days, insurance policies, tax appeal timelines, and utility logins).
Marketing & Client Outreach: Compile project photos, maintain the CRM database, draft client check-ins, coordinate project photography, and manage digital portfolio updates during lull periods.
Investment & Capital Tracking: Maintain a clear ledger of capital contributions, member loans, and business expenses; ensure all brand-related spend is executed on dedicated business cards.
Calendar Management: Triage, structure, and protect the Managing Partner’s calendar; confirm daily appointments, resolve conflicts proactive of client meetings, and block focus time.
Family Logistics & Personal Admin: Coordinate recurring family appointments, school calendars, travel itineraries, household vendors, and personal renewals with absolute discretion.
AI-Enabled Execution: Utilize modern AI productivity tools (such as Claude/Claude Design) to quickly generate project spec sheets, floor plans, draft communications, summarize documents, and prepare client-facing materials.
5+ Years Experience: Proven track record 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.
Real Estate / Property Management Background: Direct experience handling property back-office operations, leases, utility setups, tenant transitions, and vendor coordination.
Financial & Numerical Aptitude: Proficient in spreadsheet management, budget tracking, invoice reconciliation, and preparing clean reporting packages for bookkeepers/accountants.
Systems Builder Mindset: Proven ability to create, implement, and maintain SOPs, CRM databases, project trackers, and checklists independently.
AI & Tech Proficiency: Comfortable utilizing modern software and AI tools (Claude/Claude Design, CRM platforms, project management tools, shared password managers) to drive operational efficiency.
Communication Skills: Flawless written and verbal English communication skills with a professional, warm, and collaborative tone suitable for high-touch clients and external partners.
Proven Tenure: Demonstrated history of long-term reliability and stability in previous positions.
Availability & Reliability: Available full-time (40 hours/week) during US Eastern business hours, with a reliable remote work setup (including backup power/internet solutions where applicable).
Opens the original posting on Himalayas.
Apply nowSource: Himalayas