🚀 Executive Assistant/Chief of Staff/Special Projects Manager

Executive Assistant/Chief of Staff/Special Projects Manager

Miami, United States | Posted on 02/10/2025

Job Description: Executive Assistant / Chief of Staff / Special Projects Manager

About WHL / Company Profile

World Health Labs (Barbados) Inc is an innovative management company with operating companies in a variety of industries including healthcare.

WHL Barbados is looking for an ambitious EA/Chief of Staff/Special Projects Manager who is accustomed to unconventional work hours in a high-paced environment. The CEO works 7 days per week - typically across each of Central European Time and Eastern Standard Time for six months per year.

This role is for an EA who is at the peak of their powers. This EA will manage a minimum of one (potentially multiple) PA(s) who are in-market where the CEO is located while primarily focusing on supporting in execution CEO’s personal matters as opposed to projection planning and business matters.

Role Title: Executive Assistant/Chief of Staff/Special Projects Manager

Function: Corporate

Department: Executive Office

Type of Position: Full time

Location: The CEO would prefer to find an EA who travels with him to Como for ~6 months and Miami for ~4 months per year.

Role Summary: In this challenging role, the Executive Assistant/Chief of Staff/ Special Projects Manager will administer and manage many simultaneous work streams that require advanced organisational skills and a high level of job ownership and creativity.

Responsibilities may include but are not limited to the following:

• EA functions
• Travel
• Calendar
• Short and long term accommodations
• Screen requests of the CEO
• Note taking at important meetings
• Family Birthday reminders
• Non-work (example health) appointment managing
• Residency Management
• Managing the CEOs medical records, days in each country, family commitments and other important documents
• Electronic and physical filing and records management
• Liasing with PA(s) to ensure projects get executed; appropriate documents are sent to you. Potential management of PAs
• Budgeting / oversight of department financial records
• Following the CEOs email to understand the CEO’s evolving schedule without the CEO updating you
• Other functions: Filling in for PA roles from time to time which may include cleaning, cooking, etc
• Building systems and processes so the department functions more favourably
• Planning, managing, oversight, potential execution of complex family trips with guests arriving from multiple countries
• Managing insurance claims
• Complex healthcare management including research on supplements, peptides, etc
• Add structure and organization to unstructured / unorganized projects
• Create scalable manuals and documentation
• Must have experience managing others
• Researching new topics and navigating bureaucracy in areas where you haven’t worked before
• Hiring / Firing
• Training
• Constant improvement and optimization: always looking for new ways to make the Executive Office work.

The PA Team’s Key Responsibilities are as follows:

Wellness & Lifestyle Management

• Meal Preparation & Nutrition
• Maintain a clean and organized kitchen, ensuring all ingredients and supplies are stocked and groceries available.
• Bike Maintenance & Gear Prep: Support daily bike rides by cleaning and maintaining Principal’s bicycle and potentially taking the bike to the mechanic and / or procuring new parts.

Longevity Management

The Principal is personally invested in longevity and has a number of resources that relies on supplements, peptides, training and nutrition.

Health record management - principal has healthcare providers in 4+ countries. Managing health records to ensure information isn’t fragmented but is consolidated is a must

other health support - the Principal has regular physio, massage, chiro, etc appointments. The PA will be responsible for sourcing, negotiating, managing, booking, ensuring bills are paid, etc

Personal & Transportation Support

• Provide personal transportation for errands, appointments, and small weekend trips.
• Grocery and personal shopping , ensuring all purchases align with preferences and needs.
• Track and receive deliveries and online purchases , ensuring all packages arrive as expected.
• Run miscellaneous personal errands efficiently and proactively.

Guest Management & Hospitality

Prepare the home for guest visits , ensuring a clean, welcoming, and organized environment.

**Only Candidates who are willing to travel 11 months of the year will be considered for this role**