Associate Chief of Staff

Role 

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On site, two to three hours a day, you are the in-person right hand to the principal of a venture investment firm in Berwyn, PA, where Vela's founder serves as Chief of Staff. You put the day's decision in front of him, get signatures, manage the calendar and make sure every item is closed. Vela's founder writes the daily brief and directs the work.

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The rest of the day you grow Vela. You win new clients, then serve them as their fractional chief of staff. You earn a share of the fees from every client you bring in and serve, so your income grows with your client book.

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What you will do

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• Deliver the daily brief in person and return with a decision, a signature or a next step.
• Handle scheduling, travel, mail, documents for signature and same-day requests from the principal.
• Run day-to-day bookkeeping in QuickBooks: reconciliations, invoicing, accounts receivable tracking and follow-up.
• Find and win new clients: networking, introductions, discovery calls and proposals.
• Serve your clients as their fractional chief of staff: build their systems, run their weekly rhythm, take work off their plate.
• Learn the craft alongside Justin and Lauren Kielhorn, who train and back you throughout.

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Who we are looking for

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• An experienced chief of staff, senior executive assistant or operator who has also brought in business and is ready to build a practice of their own.
• Required: hands-on bookkeeping experience and proficiency in QuickBooks, including reconciliations, invoicing and accounts receivable. This is a hiring priority.
• 5 to 10 years of experience, including direct support of a senior leader and client-facing or business development work. Bachelor's degree preferred; experience can substitute.
• Discreet and trustworthy. You will sit in a private office and hear confidential matters.
• Organized, direct and comfortable saying "this needs a decision today."
• A record of winning business: clients, accounts, donors or partners.
• Based at the firm's offices in Berwyn, PA each day the principal is in. This is an on-site role; remote is not an option.

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Terms

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• Full-time, salaried. Reports to Justin Kielhorn, Manager.
• Base salary $60,000 to $77,000 depending on experience.
• Client fee share starting at 20% of fees Vela collects from each client you serve, paid monthly and growing the longer you keep the client; plus 10% of first-year fees from any client you bring in.
• Illustration at a $65,000 base and Vela's standard engagement: about $94,000 in year one with one client you win and serve, $123,000 with two, $151,000 with three. Illustrations, not guarantees.
• Unlimited time off with advance notice; you need not be in the office when the principal is away.
• Monthly health reimbursement toward an individual plan. Laptop provided.
• Open to discuss: retirement plan as Vela grows, phone and travel reimbursement for client work, professional development.
• No cap on income. As you build a retained client book, the title moves to Chief of Staff.

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Process

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Recruiter screen, video interview with Justin, video interview with Justin and Lauren (including a short exercise on how you would find and win your first Vela client), then an in-person meeting with the principal in Berwyn. A confidentiality agreement and background check are required before the start date. Start date depends on the timing of Vela's next engagement; we will keep candidates informed.

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To apply or refer someone: justin@velaventus.com

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