The Opportunity

ChainIT Pay is looking for an exceptional Executive Assistant / Chief of Staff to support our President in managing the demands of a fast-growing payments technology company. This role is part gatekeeper, part strategic organizer, part problem-solver—you'll be the person who makes sure nothing falls through the cracks while the business scales.

The ideal candidate is proactive, detail-obsessed, and thrives in a high-volume environment where priorities shift quickly. You'll manage calendars, coordinate travel, handle communications, drive projects forward, and serve as a strategic partner to the President. As the company grows, this role has the potential to evolve into a true Chief of Staff position with broader operational responsibilities.

What You'll Do

Strategic & Operational Support

• Serve as a thought partner to the President on priorities, initiatives, and decision-making
• Track company OKRs, key initiatives, and strategic priorities
• Prepare briefing documents, meeting agendas, and follow-up action items
• Manage cross-functional projects and ensure accountability across teams
• Maintain and update CRM (HubSpot) with contacts, deal flow, and pipeline information
• Support partnership and investor communications as needed

Calendar & Schedule Management

• Own and manage a complex, fast-moving executive calendar across multiple time zones
• Schedule meetings, calls, and appointments with internal team members, partners, investors, and clients
• Anticipate conflicts, prioritize ruthlessly, and protect time for focused work
• Prepare daily and weekly briefings so the executive walks into every meeting prepared

Travel Coordination

• Plan and book domestic and international travel including flights, hotels, ground transportation, and itineraries
• Build detailed trip agendas with meeting logistics, directions, and contingency plans
• Handle last-minute changes and travel disruptions with minimal stress

Communication & Correspondence

• Manage email inbox—flag priorities, draft responses, and ensure nothing urgent gets buried
• Serve as a professional gatekeeper for incoming requests and communications
• Draft and proofread correspondence, presentations, and documents as needed

Project & Task Management

• Track action items, deadlines, and commitments across multiple workstreams
• Follow up on outstanding items to ensure nothing slips
• Coordinate logistics for conferences, events, and client meetings
• Research and compile information for executive decision-making

Personal & Administrative Support

• Assist with personal scheduling and errands as needed
• Handle expense reporting and receipt management
• Maintain organized files, contacts, and documents
• Take on ad-hoc projects that support the executive and the business

Who You Are

The Right Mindset

• Proactive, not reactive: You anticipate needs before being asked and solve problems before they become problems
• Detail-obsessed: You catch the small things because you know they matter
• Calm under pressure: Shifting priorities and last-minute changes don't rattle you
• Discretion: You handle confidential information with absolute professionalism
• Ownership mentality: You treat the executive's time and priorities like they're your own

Experience Required

• 3+ years of experience as an executive assistant, virtual assistant, or chief of staff supporting senior executives
• Strong HubSpot expertise—you know how to manage contacts, deals, pipelines, and reporting (this is a must-have)
• Proven ability to manage complex calendars and coordinate travel logistics
• Excellent written and verbal communication skills
• Strong proficiency with productivity tools (Microsoft Office, calendar management, task management apps)
• Experience managing email on behalf of an executive
• Highly organized with strong attention to detail

Bonus Points If You Have

• Experience in the payments industry—you understand merchant services, payment processing, fintech, or related sectors
• Experience supporting executives in fast-paced startups or high-growth companies
• Background as a Chief of Staff or in an operational role with strategic responsibilities
• Experience with project management tools (Asana, Monday, Notion)
• Background in coordinating events, conferences, or board meetings

Tools You'll Use

• HubSpot — CRM, contact management, pipeline tracking, and reporting (expertise required)
• Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Microsoft Teams for communication and video calls
• Confluence for documentation and knowledge management

Compensation & Benefits

• Competitive salary based on experience
• Flexible remote work arrangement
• Work directly with executive leadership at a high-growth fintech company
• A role with real impact—you'll be at the center of how the company operates