Chief of Staff / Executive Assistant

About the role

Marine Elements LLC is hiring a Chief of Staff/ Executive Assistant to work directly with the Founder/CEO in a high-trust, high-follow-through execution role. This is a hybrid role based in Miami splitting time between the office and remote work in close daily contact with the Founder/CEO.

This is not a traditional administrative assistant role, and not a traditional Chief of Staff role. It combines executive support, project management, operations follow-up, accountability, and founder-office execution.

The right person is extremely smart, organized, coachable, discreet, and relentless about getting things done. You'll work directly from the Founder/CEO's priorities and turn them into completed action. You're expected to think, ask good questions, flag issues, and give input when it helps — but once a direction is set, your job is to execute it precisely, follow up with the right people, keep the details organized, and make sure nothing falls through the cracks.

What you'll do

• Own the Founder/CEO's action list, priorities, follow-ups, and open loops
• Translate verbal direction, meetings, calls, and messages into clear tasks, deadlines, owners, and next steps
• Keep projects moving across employees, vendors, partners, logistics contacts, and outside parties
• Follow up relentlessly and professionally until tasks are completed
• Help manage calendar, scheduling, communication, documents, notes, and internal organization
• Prepare summaries, trackers, meeting notes, follow-up emails, and briefing materials
• Hold people accountable
• Escalate when something is stuck, unclear, delayed, or not being handled properly
• Build simple systems so the Founder/CEO can see what matters, what's pending, and what needs attention
• Handle confidential information with maturity and discretion

What success looks like

• The Founder/CEO doesn't have to remind you twice
• You understand the priority and push it forward until it's done
• You ask clarifying questions before executing something the wrong way
• You track commitments, tasks, and deadlines better than anyone else in the room
• You stay calm, organized, and professional with a fast-moving founder
• You're comfortable being the person who makes sure the Founder's agenda gets executed

You're a strong fit if you are

• Very organized, detail-oriented, and reliable
• Smart, curious, and quick to learn
• Low-ego and comfortable taking direct feedback
• Strong in written communication and follow-up
• Comfortable with both operational work and administrative detail
• Able to manage many open items at once without losing track
• At ease working directly with a founder/CEO in a fast-paced environment
• Based in Miami and comfortable with a hybrid schedule (in office and remote)
• Good with tools such as Google Workspace, Microsoft Office/Excel, task trackers, and AI tools
• Discreet, trustworthy, and professional

You're not a fit if

• You want to independently set company strategy
• You dislike direct feedback or fast-moving leadership
• You only want polished corporate structure and narrow job duties
• You think administrative details are beneath you
• You need to do things your own way after a clear direction has been given
• You're uncomfortable following up with people until a task is complete

Experience

• 5+ years of demonstrated experience in executive support, operations, project coordination, founder-office work, business operations, or a similarly demanding role
• Direct experience supporting a founder, CEO, senior executive, entrepreneur, or fast-moving business owner is essential
• A proven track record of owning follow-through and keeping complex, fast-moving work on track without dropping the ball

What we offer

• A rare seat working directly alongside the Founder/CEO, with real visibility into how the business runs and grows
• A flexible hybrid setup based in Miami
• A fast-paced, high-trust environment where strong execution gets noticed and rewarded
• Competitive base salary plus performance bonus
• Room to grow as you take on more responsibility over time

The basics

• Full-time, hybrid role based in Miami (split between the office and remote)
• Close daily collaboration with the Founder/CEO