CHIEF OF STAFF

CHIEF OF STAFF
Independent Contractor | Remote | Minimum 20 Hours/Week
This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.
VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries like nonprofit, legal, coaching, and finance with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.
We are looking for a seasoned Chief of Staff who can operate as a true strategic partner to the leaders we serve. This role requires someone capable of thinking at the level of the founder or executive, filtering what deserves their attention, and translating vision into organizational action. Clients at this stage have operational support in place; what they need is a trusted advisor who can hold the weight of strategic decision-making alongside them.
Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.
Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.
EXPECTATIONS
Represent VaVa Virtual Assistants in a Positive and Professional Manner

Operate at a level of professionalism that reflects the trust placed in you by both VaVa and the executives you support

Serve as a model for VaVa's values within your client relationships, particularly in high-stakes or sensitive communications

Strengthen VaVa's contractor community by bringing a senior leadership perspective to shared spaces and conversations

Take Ownership of Client Satisfaction

Hold ultimate accountability for the health of the client relationship, including how well the engagement is serving their evolving strategic needs

Develop deep enough context about the client's priorities and pressures to anticipate what they need before they ask

Navigate complex or sensitive challenges with sound judgment, protecting both the quality of service and the integrity of the relationship

Monitor engagement scope continuously and initiate proactive conversations with clients when their needs have outgrown or shifted from the current structure

RESPONSIBILITIES

Serve as a trusted strategic partner to the founder or executive, thinking alongside them on decisions, priorities, and organizational direction

Filter and manage what reaches the executive's attention, distinguishing between what requires their judgment and what can be handled or delegated

Translate the executive's vision and priorities into clear direction for their team, ensuring organizational alignment without requiring the founder to repeat themselves

Prepare the executive for high-stakes meetings, presentations, board conversations, and external engagements, including briefings, talking points, and background research

Oversee and synthesize reporting from across the business so the executive has an accurate, real-time picture of operations, team performance, and progress toward goals

Act as a senior liaison between the executive and internal teams, external stakeholders, partners, and clients, representing their interests with accuracy and discretion

Identify strategic gaps, emerging risks, or organizational misalignments and bring them to the executive with context and a recommended path forward

Support organizational planning, including quarterly priorities, team structure decisions, and resource allocation conversations

Draft and edit high-level communications on behalf of the executive, including board memos, partner correspondence, and internal leadership updates

Manage sensitive information spanning personnel, financials, legal matters, and strategic plans with an unwavering commitment to confidentiality

Lead or support special projects that require senior-level coordination and fall outside the scope of the existing operational team

Maintain awareness of the executive's bandwidth and proactively restructure their commitments when the load becomes unsustainable

Collaborate with an OBM or operational team where one exists, ensuring strategic priorities are translating into operational execution

Continuously evaluate whether the current engagement structure is serving the executive's evolving needs and initiate conversations to adjust when it is not

GENERAL QUALIFICATIONS

Must reside and be authorized to work in the United States

At least 7 years of demonstrated experience in a senior operational, strategic, or executive-level support role

At least 3 years of experience working full-time in a virtual or remote capacity

Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients

TECHNICAL QUALIFICATIONS
Must Have

Proficiency in Google Workspace and Microsoft Office, including the ability to create executive-level presentations, briefing documents, and reporting materials

Experienced use of Slack and Zoom in a senior coordination and leadership communication capacity

Ability to quickly orient within any CRM or project management tool a client is using, extract relevant data, and work fluently within existing systems without requiring onboarding support

Experience managing large-scale travel and event logistics as the project lead, including coordinating across multiple vendors, venues, and stakeholders within a single engagement

Comfort with strategic planning and visual thinking tools such as Notion, Lucidchart, Loom, or equivalent platforms used to align teams and communicate organizational priorities

General AI literacy with the ability to apply AI tools in ways that improve executive output, communication, and decision-making support

Preferred

Familiarity with automation tools such as Zapier or equivalent, sufficient to evaluate whether a workflow exists and direct its implementation even if not personally building it

Experience working within or alongside financial planning, reporting, or budgeting tools at an organizational level

Exposure to board-level or investor-facing documentation, communications, or meeting preparation

EDUCATION
A degree is not required, though candidates at this level often bring one. What matters far more is a demonstrated history of operating in senior-level roles with measurable strategic impact. Advanced or specialized certifications, such as those in executive leadership, organizational management, strategic planning, or a relevant industry credential, are viewed favorably and signal the kind of continued investment in professional development this role expects.
Originally posted on Himalayas