Executive Assistant / Chief of Staff to the CEO

About the Role

Mina Elias, a founder and CEO running multiple companies across Amazon growth, aesthetics, and executive placement, seeks a highly capable Executive Assistant / Chief of Staff. Mina operates with a fast-paced, high-idea environment, leveraging AI agents alongside his team.

Your role will be to protect Mina’s time, transform his ideas into executed projects, and ensure his business and personal life run seamlessly without his constant oversight. This is not a traditional calendar-management role. You will start as a high-level EA and grow into a Chief of Staff, handling projects, accountability, and representing Mina in meetings.

What You’ll Own

Chief of Staff: Business and Execution

• Convert Mina’s ideas, voice notes, and meeting decisions into structured projects with assigned owners and deadlines, ensuring completion
• Maintain a prioritized to-do list for Mina, with context, recommended solutions, and clear decision points
• Filter incoming communications to Mina, presenting only critical items in concise, numbered lists
• Prepare for and follow up on leadership meetings, including agendas, notes, action items, and accountability tracking
• Lead end-to-end projects such as launches, events, new ventures, and vendor/tool rollouts
• Support deals and partnerships, including pipeline follow-ups in HubSpot and contract management in PandaDoc/DocuSign
• Over time, attend meetings and make decisions on Mina’s behalf

Executive Support

• Manage Mina’s complex calendar across multiple companies and time zones, planning the week ahead, protecting focus time, and preparing him for meetings
• Triage his inbox and messages, draft replies in his voice, and handle sensitive communications discreetly
• Oversee expenses, invoices, vendor payments, and cross-entity reconciliations

Travel and Personal Operations

• Plan and book premium international travel, including loyalty points, lounges, concierge services, detailed itineraries, and backup plans
• Organize multi-week trips, retreats, and events
• Coordinate household operations, including house managers, vendors, cleaners, maintenance, wellness appointments, dining, and social plans
• Collaborate closely with Mina’s partner to ensure personal priorities are never overlooked

Systems and AI

• Build and maintain Mina’s operating system, including SOPs, trackers, and recurring processes in ClickUp, Notion, Slack, and Google Workspace
• Integrate AI tools (Claude, ChatGPT, and in-house AI agents) daily to automate repetitive tasks or document workflows

What Success Looks Like

• 30 Days: You fully own Mina’s calendar, inbox triage, travel planning, and the rolling to-do list. Nothing he requests is lost.
• 60 Days: You lead the weekly priorities review, proactively chase open items, and document core SOPs.
• 90 Days: Mina delegates whole projects to you, not just individual tasks. His teams seek you out first, and you consistently save 10+ hours of his time per week.

Requirements

Must-Haves

• 3+ years of experience as an EA, Chief of Staff, or Life Manager supporting a founder or CEO (both business and personal aspects)
• A proven track record of owning projects from start to finish, not just coordinating them
• Advanced skills in international travel planning and complex scheduling
• Daily proficiency with AI tools, Google Workspace, Slack, spreadsheets, and a project management tool (ClickUp, Notion, or Asana)
• Excellent written English skills: clear, concise, and capable of writing in Mina’s voice
• Absolute discretion regarding confidential business, financial, and personal information

Nice-to-Haves

• Experience in a high-growth startup, agency, e-commerce, or multi-business founder environment
• Familiarity with HubSpot, PandaDoc/DocuSign, or finance/bookkeeping basics
• Experience building automations using Zapier, Make, or AI workflows
• Experience managing or coordinating household staff or a small team

Benefits

Who Thrives Here

• High ownership mindset: identify problems, propose solutions, and resolve issues proactively
• Calm under pressure: seamlessly switch between high-stakes tasks without losing focus
• Thick skin and direct communication: handle blunt feedback well and push back when necessary
• Competitive and ambitious: driven to excel and grow into a Chief of Staff role

Compensation and Benefits

• Base compensation: $3,000 - $4,000/month, with performance-based increases
• 36 days of paid time off annually
• Direct mentorship from Mina and a clear career progression path to Chief of Staff
• Exposure to high-level founders and unique travel opportunities