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