Note: The job is a remote job and is open to candidates in USA. Dataphone is a fast-growing AI-powered VoIP and business communications company. They are looking for a highly organized Chief of Staff / Executive Administrative Assistant to support the CEO by managing priorities, coordinating projects, and improving accountability across departments.
Responsibilities
- Manage the CEO's calendar and priorities
- Schedule meetings and coordinate with employees, customers, and vendors
- Prepare meeting agendas and document action items
- Follow up with department managers to ensure deadlines are met
- Maintain project trackers and executive dashboards
- Organize documentation and standard operating procedures (SOPs)
- Create and maintain processes using Trainual or similar documentation platforms
- Assist with hiring coordination and interview scheduling
- Track company KPIs and prepare executive reports
- Coordinate special projects across Dataphone and CodeForce
- Draft professional emails, presentations, and internal communications
- Maintain confidentiality with sensitive business information
- Identify bottlenecks and recommend process improvements
- Ensure tasks assigned by the CEO are completed on time
Skills
- 3+ years in Executive Assistant, Chief of Staff, Project Coordinator, or Operations roles
- Exceptional organizational and time-management skills
- Strong written and verbal English communication
- Advanced proficiency with Google Workspace and Microsoft Office
- Experience with project management tools such as Asana, ClickUp, Monday.com, Jira, or Trello
- Experience documenting processes and creating SOPs
- Comfortable working in a fast-paced technology environment
- Strong attention to detail
- Ability to prioritize multiple projects with minimal supervision
- Experience working with AI tools such as ChatGPT, Claude, Gemini, or Microsoft Copilot
- Experience supporting a CEO or executive team
- SaaS, telecom, MSP, or software company experience
- Familiarity with Agile project management
- Experience with CRM and documentation platforms
Company Overview