Qualifications
Key ResponsibilitiesManage the CEO's operational frameworkDesign and oversee the calendar architecture to ensure optimal scheduling for calls, focused work periods, and meeting types.Establish an Executive Assistant-managed email system to effectively triage, prioritize, draft responses, and highlight critical issues demanding immediate attention.Develop and maintain Standard Operating Procedures (SOPs) for recurring tasks such as travel, hiring, vendor management, and meeting preparation.Act as the organizational liaisonFunction as the main point of contact between the CEO and internal teams, portfolio companies, and external stakeholders.Translate unstructured thoughts into organized, actionable tasks using tools such as Asana and Zapier.Ensure timely follow-ups, adherence to deadlines, and that no essential details are overlooked.Develop scalable systemsDocument institutional knowledge to ensure operations are not reliant on individual memory.Create onboarding materials, playbooks, and templates that allow new team members to become effective quickly.Manage security and access documentation, ensuring proper oversight of permissions.
About the job
Location: Toronto, Canada (Hybrid – onsite 2-3 days/week)
Private AI is on the lookout for a dynamic Chief of Staff to act as the operational backbone for our Managing Partner and CEO. This pivotal role is crafted for a proactive individual who excels at transforming chaos into order, establishing scalable systems, and enhancing executive productivity to allow leadership to concentrate on strategic initiatives.
In this position, you will oversee a wide array of responsibilities ranging from calendar management and email organization to vendor negotiations and team collaboration. Additionally, you will have a hand in enhancing our social media presence and managing external communications. As the conduit between the CEO and the organization, you will ensure that nothing slips through the cracks and that robust systems are in place to address recurring issues.
This role is particularly suited for individuals with experience in early-stage software environments who appreciate the fast-paced and demanding nature of startups and are eager to evolve alongside a company at the forefront of AI innovation.
