Chief of Staff/Executive Assistant - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $8.00 / hour

Description

About the ClientA fast-growing, physician-founded consumer health startup delivering science-led wellness products through a modern DTC e-commerce model. The company is known for rigorous third-party testing, clinically informed positioning, and a mission to strengthen gut, immune, and whole-body vitality. You’ll operate in a high-velocity, startup environment partnering closely with the Founder/CEO and cross-functional leaders.
Why does this role exist?
This role exists to be the Founder/CEO’s right hand—combining the precision of an Executive Assistant with the operational leadership of a Chief of Staff. You will manage executive operations (calendar, inbox, meeting flow) while also driving cross-functional projects, follow-through, and strategic “firefighting” on the CEO’s behalf. The objective is to free up executive focus, keep the company aligned on priorities, and act as the executive’s extension with internal and external stakeholders.

The Impact you’ll make

Executive Operations (Calendar, Meeting Flow, Inbox)

• Own and optimize the calendar; protect deep work time; resolve conflicts and last‑minute changes
• Triage inbox; flag urgent items; draft responses; manage stakeholder expectations and SLAs
• Ensure on-time meeting starts; anticipate logistics; proactively check executive status and readiness

Strategic Project Management & Cross-Functional Execution

• Own task boards and project trackers; maintain clear priorities and deadlines
• Prepare agendas, docs, and resources for upcoming decisions; ensure follow-ups are completed
• Drive cross-departmental coordination; “firefight” blockers on behalf of the executive

Communications & Content Support

• Draft/polish decks, memos, SOPs, customer letters, and internal updates
• Create concise summary reports and executive briefs from complex inputs
• Maintain a consistently high standard of clarity, tone, and brand alignment

Stakeholder, Vendor & Partner Coordination

• Schedule with partners; prepare materials; support contracts and onboarding
• Maintain relationship maps and key contact cadences for the executive
• Track deliverables and ensure external commitments are met on time

Data, Reporting & Personal Executive Support

• Pull light reports; summarize key data points for quick executive decisions
• Capture live meeting notes; track action items; circulate clear summaries
• Handle occasional personal admin tasks that enable executive focus

Skills, Knowledge and Expertise

Required:

• Demonstrated Chief of Staff experience (or equivalent) in a fast-paced startup or high-growth environment
• Prior Executive Assistant (or equivalent) experience supporting a C-level executive
• Mastery of calendar/inbox management and meeting ops across tools like Google Workspace, Slack, and a PM tool (e.g., Notion/Asana)
• Proven cross-functional project ownership with measurable outcomes
• Ability to work full-time, 40 hours/week,  9:00 a.m.–6:00 p.m. Eastern Time
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Anticipation and prioritization: staying two steps ahead; protecting focus; time‑boxing
• Executive communications: concise writing, stakeholder tone-matching, drafting email/memos/decks
• Project management: task boards, dependencies, deadlines, and follow-through
• Real-time situational awareness: monitoring schedules, nudging participants, resolving conflicts
• Analytical synthesis: distilling data into clear, decision-ready insights
• Relationship management: vendors, partners, and internal stakeholders
• Calm under pressure, high accountability, discretion, and sound judgment
• Bias to action: proactively filling the pipeline with high-impact work without micromanagement

You should apply if… 

• You thrive in a fast-paced, high-accountability startup industries
• You love being the force multiplier—acting as an extension of the executive while helping manage the business
• You’re relentlessly proactive, keep multiple balls in the air, and stay two steps ahead
• You take ownership, follow through without being asked, and you’re comfortable with high stress and rapid context switching
• You measure yourself by outcomes—not activity—and you build systems to remove friction

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• 9:00 am - 6:00 pm (Eatern Time)

Compensation:

• $8 per hour
• No benefits package included

Benefits