Catena

Executive Assistant – Chief of Staff

Catena

full-time

Posted on:

Location Type: Remote

Location: Dominican Republic

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Job Level

Lead

About the role

  • Ensure smooth execution of deals, LP communications, and founder-level operational processes.
  • Build, maintain, and optimize internal workflows and CRMs to improve efficiency and accuracy.
  • Provide consistent, high-quality written communications on behalf of leadership.
  • Enable leadership to focus on strategic priorities by managing operational details and execution.
  • Identify gaps in processes and implement solutions that improve team and organizational effectiveness.
  • Executive Assistant & Inbox Ownership – 30%
  • Manage scheduling and email flow for meetings and deal coordination.
  • Track to-dos and proactively nudge leadership when items slip.
  • Prepare pre-meeting agendas based on prior calls and context.
  • Coordinate logistics, planning, and calendar execution end-to-end.
  • Move AI-generated meeting notes into structured Google Drive folders.
  • Organization & Systems Management – 25%
  • Set up and manage CRM from scratch, including data hygiene and reminders.
  • Own setup and ongoing management of tech tools (Google Drive, Slack, Asana/Notion).
  • Maintain structured documentation and internal knowledge bases.
  • Ensure information is consistently logged, updated, and accessible.
  • Deal & LP Process Management – 25%
  • Manage internal deal processes end-to-end, from intake through execution.
  • Run workflows through CRM, including reminders, memos, and follow-ups.
  • Support scheduling and coordination with founders and external stakeholders.
  • Own operational steps during deal execution to ensure nothing drops.
  • Track LP relationships, including identifying LPs who can become customers.
  • Communication & External Follow-Ups – 10%
  • Draft professional, polished emails on behalf of leadership.
  • Maintain consistent external follow-ups across deals and LP communications.
  • Support preparation and drafting of quarterly LP updates.
  • Ensure messaging reflects clarity, sophistication, and strong judgment.
  • Financial & Operational Support – 10%
  • Categorize expenses and maintain light bookkeeping-style tracking.
  • Support coordination around logistics, vendors, and operational execution.
  • Identify workflow gaps and propose process improvements proactively.

Requirements

  • Proven experience in Executive Assistant or hybrid EA/Operations roles.
  • Exceptional written English, especially professional email communication.
  • Strong experience managing inboxes, calendars, and task prioritization.
  • Comfort setting up CRMs, tools, and workflows from scratch.
  • High autonomy, ownership mindset, and proactive execution style.
  • Ability to manage deal-like, multi-step processes without losing detail.
  • Nice-to-Haves (Preferred)
  • Experience supporting investment, deal, or LP-facing environments.
  • Familiarity with CRM tools (Attio), Notion, Asana, or similar systems.
  • Experience drafting investor or stakeholder updates.
  • Comfort working alongside AI tools for notes, drafting, and organization.
  • Tools Proficiency Must-Haves (Required)
  • Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), CRM systems (platform-agnostic), Notion, Asana, or similar task and documentation tools
  • Nice-to-Haves (Preferred)
  • AI note-taking and drafting tools, spreadsheet-based tracking for operations or finance
Benefits
  • - Competitive Salary: Based on experience and skills
  • - Remote Work: Fully remote—work from anywhere
  • - Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
  • - Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
  • - Generous PTO: In accordance with company policy
  • - Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
  • - Direct Mentorship: Guidance from international industry experts
  • - Learning & Development: Ongoing access to resources for professional growth
  • - Global Networking: Connect with professionals worldwide
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
CRM managementemail communicationtask prioritizationlight bookkeepingworkflow optimizationprocess improvementdata hygienemulti-step process managementdocumentation managementlogistics coordination
Soft Skills
high autonomyownership mindsetproactive executionstrong judgmentattention to detailorganizational skillscommunication skillsprofessionalismproblem-solvingcollaboration