Chief of Staff / Executive Assistant

Chief of Staff/Executive Assistant

to the CEO

Spark Family Offices  |  Job Description

Position Title:  Chief of Staff to the CEO

Organization:  Spark Family Offices

Location:  Remote (Los Angeles preferred)

Employment Type:  Independent contractor (1099); with full-time engagement

We want to be clear from the start: this is not your typical Chief of Staff role, it directly amplifies the founder/CEO’s execution and effectiveness

Spark is a fast-growing, purpose-driven community of ultra-high-net-worth families and family office leaders. Our CEO is deeply embedded in every dimension of the organization—member relationships, strategic partnerships, programming, brand, fundraising, team culture, and long-term vision. She operates at an extraordinary pace across multiple time zones, stakeholder groups, and priorities simultaneously.

The Chief of Staff is the person who makes all of that possible. You will be the operational backbone of the CEO’s day—managing a volume and complexity of communications, relationships, and logistics that far exceeds what most executive support roles demand. The pace is relentless. The stakes are high. The details matter enormously. And the reward is being at the center of a mission-driven organization that is genuinely changing how families of wealth connect, grow, and lead.

If you thrive under pressure, are energized by complexity, and find deep satisfaction in making a brilliant, high-velocity leader more effective—this role will be one of the most meaningful of your career. If you need predictable hours, a clearly bounded scope, or a slow ramp-up period, this is not the right fit.

Spark Family Offices is an intentionally curated community of 130+ multigenerational wealth holders, family office executives, and ultra-high-net-worth individuals. Founded by a second-generation wealth holder, international speaker, child protection advocate, and social impact investor—Spark exists to replace the transactional, extractive culture of traditional wealth networks with something fundamentally different: depth, safety, and meaning.

She is a visionary community builder, an exceptionally hard-working leader, and one of the most well-connected individuals in the family office ecosystem. She is a mother of four based in Los Angeles. Working with her requires someone who can match her pace, anticipate her needs, and operate with the same level of care and integrity that she brings to every relationship. She is generous, kind, and deeply mission-driven—and she expects nothing less than excellence from the people closest to her.

• Own and manage the CEO’s inbox—reviewing, sorting, drafting responses, flagging priorities, and ensuring nothing falls through the cracks. The volume is high and the turnaround expectations are tight.
• Manage and ruthlessly prioritize the CEO’s calendar across personal, professional, and organizational commitments. This includes coordinating across multiple time zones and navigating frequent changes.
• Serve as the primary communication hub between the CEO and all internal and external stakeholders—team members, members, sponsors, partners, advisors, board contacts, and personal contacts.
• Draft, edit, and send communications on behalf of the CEO with impeccable tone, accuracy, and alignment with Spark’s brand voice.
• Track all open threads, commitments, and follow-ups. You are the system that ensures the CEO’s promises are kept and her time is protected.
• Prepare briefing materials, talking points, and research in advance of meetings, calls, and events.

• Ensure all external communications between team members and Spark’s members, sponsors, and partners are shared with the full team, consistent with Spark’s communication transparency policy.
• Track and follow up on action items from team meetings, CEO directives, and cross-functional projects.
• Support the CEO in managing team operations, including scheduling team meetings, documenting decisions, and ensuring alignment across roles.
• Coordinate logistics for Spark events, Summits, and elevated programming—working closely with the Director of Programs, Head of Community, and Member Relations.

• Support the CEO’s relationships with member families, ensuring timely and thoughtful follow-ups, personal touches, and proactive outreach.
• Manage the flow of sponsor and partner communications, ensuring the CEO is prepared for every interaction and that all correspondence is documented.
• Maintain the highest standards of member confidentiality at all times. You will have access to deeply sensitive personal and financial information; discretion is non-negotiable.
• Assist with membership pipeline tracking and coordination with the membership committee.

• Support the CEO on high-priority strategic initiatives, including European expansion planning, thought leadership efforts, and partnership development.
• Conduct research and prepare analysis on potential sponsors, partners, speakers, and strategic opportunities.
• Assist with board-related preparation and communications for the CEO’s external board commitments.
• Handle special projects as they arise—the nature of a growing organization means the scope will evolve.

At times, this role will include personal support for the CEO, including coordinating family logistics, managing personal and medical  appointments, and handling tasks related to the CEO’s life outside of Spark. This is a feature of the role, not an afterthought—the line between professional and personal is fluid, and the right candidate will embrace that.

We believe in transparency about the intensity of this position. Here is what you should expect:

• The pace is fast and unrelenting. You will manage a high volume of communications, tasks, and competing priorities every single day. There is no “slow season.”
• You will be expected to be responsive outside of standard business hours, including evenings and weekends when the CEO is traveling, at events, or managing time-sensitive situations.
• You must be comfortable with ambiguity. Priorities shift. Plans change. New urgencies emerge. The right candidate adapts instantly without losing track of everything else.
• Precision matters. A missed follow-up, a scheduling error, or a misaligned communication can have real consequences in a community built on trust and personal relationships.
• You will handle highly sensitive and confidential information about some of the world’s wealthiest families. The standard for discretion is absolute.
• This role is emotionally demanding. You are supporting a leader who cares deeply and works tirelessly. The right person will find that inspiring, not exhausting.
• This role also requires strong boundaries and discretion.

• 5+ years of experience in a Chief of Staff, Executive Assistant, or senior operations role supporting a high-profile executive.
• Calendar and inbox management, travel management, and detailed organization skills are an absolute must.
• High volume inbox (30-50 emails+ per day) management.
• Proven ability to manage extreme volume and complexity—multiple calendars, high-stakes communications, and fast-moving priorities.
• Exceptional written communication skills. You will be writing as the CEO; your tone, grammar, and judgment must be impeccable.
• Advanced proficiency in Google Workspace, Microsoft Office, CRM implementation and management , and project management platforms.
• Experience handling highly confidential information with absolute discretion.
• Strong problem-solving instincts—you anticipate issues before they become problems and propose solutions without being asked.
• Ability to work across global time zones, including  Pacific, Eastern, and Central European Time , with proficiency and coordination.
• High emotional intelligence and interpersonal warmth. You will interact with ultra-high-net-worth individuals and their families; poise and genuine care are essential.
• Organization skills and attention to detail 
• Experience coordinating travel 

• Experience in the family office, wealth management, or UHNW ecosystem. 
• Experience supporting a female who has multiple children or CEO of a growing organization.
• Background in non-profit, community-building, or membership-based organizations.
• Familiarity with event planning and logistics at a high level.
• Interest in social impact, philanthropy, or purpose-driven work.
• Experience managing family or personal logistics for a principal.

You are the person who brings order to chaos and does it with grace. You are several steps ahead, not because you were told to be, but because it’s how you’re wired. You are fiercely loyal, deeply organized, and unfazed by intensity. You find meaning in making someone else’s vision possible.

You are not easily overwhelmed. You don’t wait to be told what to do. You hold yourself to a higher standard than anyone else would hold you to. You understand that in a role like this, the small things are the big things—and you never let them slip.

You care about the mission. Spark is building something that matters, and you want to be part of it—not just in title, but in heart. 

Compensation:  Competitive salary, commensurate with experience.

Structure:  Contractor with full-time pay. (No benefits)

Core Hours:  7:00 AM – 3:00 PM PT / 10:00 AM – 6:00 PM ET, with significant flexibility required beyond these hours.

Start Date:  March 1, 2026.

Please email your resume to Winnie at [email protected] or submit your resume via LinkedIn.