Executive / Chief of Staff

About the Role

We're a fast-growing HVAC company scaling from $1M to a $2M–$4M annual target. We're looking for an Executive Assistant / Chief of Staff — not a traditional VA — to become the owner's right hand and help build the company's operational backbone. This is a long-term, high-trust role with a clear path to Chief of Staff or Director of Operations.
 

What You'll Own

• Full inbox management: sorting, prioritizing, drafting responses, tracking follow-ups
• Calendar coordination: scheduling, reminders, meeting organization
• Task management: centralized tracking, weekly reporting, workflow organization
• Meeting support: attending, recording, documenting decisions and action items
• Daily/weekly reporting (revenue, open estimates, missed calls, reviews, KPIs)
• Client experience monitoring: reviews, reputation, communication quality
• Contractor coordination: SEO, marketing, suppliers, vendors
• Growth track: eventually training a future Office Manager, building SOPs, overseeing dispatch/CSR quality
   

Who We're Looking For

• Fluent Ukrainian or Russian + English (C1 or higher)
• Higher education degree (business, management, economics, finance, or engineering a plus)
• Prior experience as an EA, Operations Manager, Project Manager, or Chief of Staff preferred
• Strong, hands-on proficiency with AI tools (ChatGPT, Claude, Gemini, etc.)
• Excellent written communication and high organizational standards
• Proactive, systems-thinking mindset — able to solve problems independently and bring recommendations, not just questions
• Comfortable handling confidential information with discretion
• Genuinely seeking a long-term career within one company (this is not a short-term or part-time gig)
   

What Success Looks Like

• 6 months in: Independently running communications, tasks, reports, and meetings; freeing up 15–20+ hours/week of the owner's time
• 12 months in: A true right hand — participating in operational decisions, hiring, and building the company's management system