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
