Executive Operations Associate & Chief of Staff Support - 65226291540

Executive Operations Associate & Chief of Staff Support

Location: Remote (Latin America or South Africa)

Employment Type: Full-Time, ICA

Schedule: U.S. Eastern Time overlap required ( Sunday – Thursday , Fridays & Saturdays Off)

Compensation: $2,000 – 2,500USD/month(24,000 – $30,000 USD / year)

Reports To: Director of Operations, with direct support to C-Suite / Principal (~5%)

About the Company

Our client is a fast-growing, family-owned multi-location self-storage portfolio operating across 10 facilities in the United States.

The company operates with a lean, high-performing leadership team consisting of a Principal who leads strategy, analytics, and acquisitions; a Director of Operations who runs day-to-day operations across all facilities; and a Head of Marketing who leads brand and customer acquisition. Ground-level facility and customer-service staff manage daily phone inquiries, leasing, and on-site needs.

As the portfolio expands, the company is building a dedicated operational backbone to support leadership, streamline multi-facility workflows, and connect ground-level customer support with executive decision-making.

Role Overview & Why This Role Matters

As our client's multi-location footprint expands, leadership requires an operational central organizer to eliminate friction, enforce accountability across vendors and staff, and turn ground-level data into clear executive insights.

This is not an entry-level virtual assistant or phone-answering position. It is a high-ownership seat for an Executive Operations Associate who will serve as the central execution driver across the entire business. You will act as the operational right hand to the leadership team, managing internal communications, tracking facility maintenance projects through completion, organizing vendor workflows, and monitoring key performance metrics across all 10 locations.

Reporting directly to the Director of Operations (primary manager) and supporting executive leadership on strategy, technology, and special projects (~5%), this role is explicitly structured for a high performer with a clear career progression path into a Head of Operations / Chief of Staff position as the portfolio continues to scale.

The Ideal Candidate

The ideal candidate is an assertive, tech-savvy, and highly structured operator who possesses low ego and a high-agency mindset—equally comfortable producing executive-level KPI summaries one hour and chasing down a maintenance contractor the next.

You thrive in fast-moving, multi-location operational environments, possess flawless written and spoken English, and are confident holding team members, contractors, and vendors to firm deadlines. You are enthusiastic about leveraging cutting-edge AI tools (Claude, ChatGPT, custom GPTs) as a daily operational multiplier to accelerate documentation, analyze operational trends, and automate routine workflows.

A Typical Weekly Operating Rhythm

Much of the weekly operating cadence is supported by automated reports that you will review, act on, and continuously improve:

Day

Focus Area & Key Operational Objectives

Scan weekend activity across all 10 facilities: missed calls, texts, gate/facility issues, and lead inboxes. Set up Monday's priority action items before the workweek begins.

Lead follow-up review: confirm every inquiry from the prior week has a designated owner and next step. Check data pipeline health.

Marketing and acquisition review: track Google Ads, Google Business Profiles, SpareFoot, and rental source attribution.

Collections oversight: review delinquent-tenant call lists, confirm outreach execution, and track auction timelines.

Pricing and occupancy analysis: monitor street rates, vacant units, and rate-increase candidates. Lead weekly operating meeting preparation.

Maintenance and vendor follow-up, staff task coordination, inbox triage, and SOP creation/maintenance.

Key Responsibilities

Operations Coordination & Facility Project Management (~70%)

• End-to-End Task Ownership: Proactively follow up on maintenance issues, repairs, gate fixes, and vendor deadlines without leadership initiating every step. Verify repairs are completed on time, document outcomes, and escalate only by exception.
• Vendor & Team Bridge: Coordinate daily tasks across customer-service staff, field managers, maintenance contractors, marketing partners, and software vendors.
• Meeting Governance: Prepare agendas for the weekly operating meeting, document decisions, assign owners with clear deadlines, and ensure action items are closed.
• Operational Triage: Monitor company communication channels and operational inboxes, surface urgent issues, organize priorities, and resolve routine problems independently within agreed boundaries.

Systems, KPI Reporting & AI Automation (~25%)

• Weekly Performance Summaries: Review and aggregate metrics across 10 facilities (occupancy, rentals, move-outs, delinquencies, pricing, customer-service responsiveness) into concise executive summaries.
• Platform Management: Learn and navigate the full operational tech stack: Cubby (property management), Quo (phone/SMS), Google Business Profiles, QuickBooks, BigQuery dashboards, and Claude / ChatGPT.
• SOP Standardisation: Turn verbal instructions, informal notes, and existing workflows into clean, standardized SOPs across all facilities.
• AI Tool Integration: Use AI tools extensively to accelerate documentation, draft customer communications, analyze operational trends, and automate repetitive tasks.

Executive Support & Special Projects (~5%)

• Execute light inbox and schedule triage for executive leadership when needed.
• Assist executive leadership with ad-hoc technology setups, growth initiatives, and special projects requiring structured project management.

Qualifications & Requirements

• 3+ years of experience in operations, executive support, or project management within a small or mid-sized growing company, with a proven track record of tracking deliverables and organizing business processes.
• High ownership and initiative —demonstrated ability to take problems to completion and resolve routine issues independently without requiring step-by-step direction.
• High AI and tech literacy , with genuine enthusiasm for using Claude, ChatGPT, and custom GPTs to speed up analysis, SOP creation, and reporting; fast learner on unfamiliar software platforms.
• Assertive, flawless English communication with the confidence to hold employees, contractors, and vendors accountable to strict deadlines.
• Low ego and operational versatility , equally willing to build a KPI report, chase a contractor, or organize a shared drive.
• Full availability to work Sunday through Thursday during U.S. Eastern Time business hours .
• Exposure to real estate, self-storage, property management, or multi-location field operations is a strong plus.
• Experience with self-storage platforms ( Cubby, SiteLink, storEDGE ) or BI tools ( BigQuery, Looker Studio, Google Analytics ) is a strong plus.

90-Day Success Outcomes

• Fully autonomous navigation across Cubby, Quo, Google Business Profiles, and BigQuery dashboards.
• Every open maintenance and vendor item across all 10 facilities centralized in one master tracker with clear status and next action dates.
• Weekly operating meetings executed with pre-circulated agendas and post-meeting action item tracking.
• At least 5 brand-new, standardized operational SOPs published and implemented.
• Operational leadership successfully relieved of direct contractor chasing and routine task follow-up.