Associate Chief of Staff - Austin, TX
3 days ago
Job description
POSITION OVERVIEW Title: Associate Chief of Staff Company: Private Family & Venture Studio Location: Austin, TX (primarily in-person with some hybrid flexibility) Reports to: Co-Founders – Managing Partner & Chair ("the principals") POSITION SUMMARY The Associate Chief of Staff is a high-leverage operator who works alongside two entrepreneurs and investors passionate about human and planetary health and stewarding a portfolio of 50+ impact-driven startups, multiple residencies, an active lifestyle and a growing family. Translate priorities, decisions, and ideas into consistent execution and project completion across both business, estate and personal domains. This role exists to reduce friction, surface clarity, and ensure momentum across multiple workstreams and shifting priorities. Instead of focusing on calendar management or reactive support, this role owns operational follow-through:• Translating goals into actionable steps across lifestyle management, events, homes, recruiting, and communications projects
• Building and maintaining systems for tracking commitments across homes, lifestyle management, and business functions, including portfolio support, communications, marketing, and recruiting
• Coordinating complex projects with internal and external stakeholders and vendor management
• Recruiting and managing vendors, healthcare practitioners, and talent across diverse projects
• Ensuring deadlines are met and follow-through happens without repeated prompting The Associate Chief of Staff serves as the connective link between information, people, and next steps—making sure the principals always know the status of key initiatives, what decisions are needed, and what is moving ahead. This allows the principals to stay focused on investing, high-level decision-making, long-term strategy, and living healthy, nutritious lives. This role is well-suited for someone who thrives in dynamic environments, enjoys bringing structure to ambiguity, takes ownership of outcomes and values longevity and wellness, and takes pride in making complex lives and organizations run smoothly. The work spans professional and personal operations, requiring judgment, discretion, adaptability, and a strong bias toward execution. It requires strong judgment, tact, and integrity while managing confidential and privileged information. The role demands the ability to manage professional operations and personal projects with equal precision, consistency, and reliability.
PRINCIPAL AND BUSINESS OPERATIONS
- Partner closely with two principals as a trusted operational extension, supporting execution across multiple concurrent priorities and initiatives.
- Translate high-level priorities into actionable plans, tracking decisions, deadlines, and commitments across meetings and workstreams.
- Coordinate and manage projects on behalf of the principals from initial scoping through execution on home and office improvement projects, personal lifestyle management, communications, portfolio support and events – bringing structure, momentum, and follow-through.
- Serve as a central point of coordination between the principals and select internal teams, vendors, advisors, and external partners for events, home, marketing and recruiting.
- Draft, review, and manage correspondence, briefing materials, and documentation as needed to support decision-making and execution via email, Slack, GSuite, and Notion.
- Build and maintain lightweight systems for information flow, documentation, and decision tracking that you develop to manage your workflow.
- Proactively identify risks, gaps, or tradeoffs, surfacing recommendations before issues escalate.
- Helping prep for events, speaking points, styling, etc.
- Act as a professional and positive representative of the principals in all interactions, both internal and external, consistently representing them with polish, professionalism, sound judgment, and discretion.
PERSONAL OPERATIONS
- Own a portfolio of personal and household operations, ensuring projects and ongoing responsibilities are executed smoothly and reliably.
- Coordinate with household manager, service providers, and advisors to maintain high standards and clear communication about real estate and home improvement projects.
- Lead personal projects such as moves, renovations, events, travel logistics (as needed), and major purchases—planning ahead and managing details through completion.
- Design systems that simplify recurring personal and family responsibilities, reducing cognitive load for the principals, essentially building and managing a project management system.
- Ensure personal logistics (mail, errands, day-to-day needs) are handled efficiently and discreetly.
- Execute gifting, handwritten notes, and other relationship-building touches with consistency and care across personal and professional networks.
COORDINATION AND PROBLEM SOLVING
- Triage incoming requests and issues, determining what requires principal involvement versus independent resolution.
- Research, evaluate, and recommend solutions for both professional and personal needs, balancing speed, quality, and cost.
- Operate calmly and effectively amid shifting priorities, ambiguity, and incomplete information.
- Act as a trusted thought partner and sounding board when principals are working through decisions.
- Plan and execute events—from small gatherings to milestone moments—with attention to experience, flow, and detail.
- Take on special projects that cut across business and personal domains, seeing them through to completion.
WHAT POSITIONS YOU FOR SUCCESS
- You have repeatedly created order from complexity—designing systems that brought clarity, momentum, and reliability to fast-moving environments.
- You are known as someone who makes things happen; you absorb context quickly, anticipate needs, and follow through with precision.
- 3+ years supporting senior executives, founders, or high-net-worth individuals in high-touch, fast-paced settings (e.g., investment firms, startups, family offices), ideally across both professional and personal domains.
- You think in systems, not just tasks, and take pride in building processes that scale and endure.
- Strong written and verbal communicator who can distill complexity and craft thoughtful correspondence and documentation.
- Comfortable moving fluidly between business and personal contexts without losing judgment or professionalism.
- Comfort working with financial details, including reviewing invoices for accuracy and helping track project budgets.
- Highly resourceful, proactive, and solution-oriented, with strong independent decision-making instincts.
- Emotionally steady, feedback-receptive, and adaptable as priorities evolve.
- Tech-savvy, with good judgment about tools and systems that genuinely improve productivity.
- People-savvy, you are intuitive with people and able to "read the room".
- Deeply trustworthy, discreet, and attuned to relational dynamics.
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