Chief of Staff

American AI Logistics•Arlington, DC

1d•Onsite

About The Position

American AI Logistics is seeking a highly organized, personable Chief of Staff to support both founders. The role emphasizes temperament and personality fit, including warmth, strong people skills, discretion, and the ability to build rapport with clients and staff while maintaining dependable operations. The founders have different working styles, so the Chief of Staff must adapt to each founder’s needs and approach. The role provides day-to-day support to Tim and support to both founders. It includes managing calendars, travel, communications, meetings, expenses, events, and other administrative and logistical work so the founders can focus on the business. The Chief of Staff is expected to anticipate needs and follow through independently. The position requires reliable on-site attendance, including during disruptions common in federal contracting, and the ability to work on-site as needed in the Washington, D.C. area.

Requirements

U.S. citizenship is required.
Reliable, consistent on-site attendance, including during government shutdowns, continuing resolutions, or other disruptions common in federal contracting.
Proven track record as an executive or personal assistant, in business operations, as an executive business partner, in a CEO office coordinator role, or in a similar role.
Excellent written and verbal communication skills.
Able to work on-site on an as-needed basis in the Washington, D.C. area.
Strong people skills, discretion, composure under pressure, and an anticipatory, independently acting approach.

Nice To Haves

Government contracting (GovCon) experience is strongly preferred.
Relevant military experience is highly valued.

Responsibilities

Manage the founders’ complex and changing calendars, protect their time, and resolve conflicts proactively.
Book flights and hotels for business travel and manage changes and last-minute adjustments.
Communicate with clients and vendors to secure and confirm office space.
Schedule and confirm board meetings well in advance, including reminders and calendar confirmations.
Serve as a trusted gatekeeper and point of contact, handling administrative and logistical work for the founders.
Anticipate needs and independently follow through without waiting to be asked.
Manage and triage the founders’ email inboxes, flag priorities, and draft routine correspondence.
Prepare agendas, briefing materials, and follow-up notes for internal and client-facing meetings.
Process expense reports and reconcile receipts for business travel and purchases.
Help plan and coordinate company events, off-sites, and client meetings.
Handle sensitive and confidential information with sound judgment and discretion.
Adapt working style to support both founders’ differing needs.