Verified Job
Work from home
Chief of Staff
Work from home
#693659
Remote / WFH
Job Description
Full job description
About Ode
Ode Studio is a strategy-led branding and marketing studio working with modern, fast-growing brands across food & beverage, lifestyle, and hospitality. We specialise in building thoughtful, timeless brand identities and executing high-quality creative across packaging, digital, and social media.
Our approach is collaborative, detail-oriented, and rooted in strong strategic thinking. We don’t chase trends, we create work that is intentional, effective, and built to last.
As a growing studio, we’re focused on building a team that takes ownership, moves fast, and cares deeply about the quality of work.
About the Role
This is not a traditional EA role. As Chief of Staff, you'll be the operational backbone of the company owning everything from calendars and client communication to invoicing, HR coordination, and task follow-ups. You'll work directly with the founders and touch every part of the business.
If you're someone who loves systems, hates loose ends, and takes pride in making things run smoothly - this role is for you.
What You'll Do
Calendar & Scheduling
Manage founder calendars end-to-end
Schedule client calls, internal meetings, and interviews
Block deep-work time and ensure every meeting has a clear agenda
Prevent double bookings and last-minute chaos
Email & Client Communication
Draft and send client emails, follow-ups, and announcements
Monitor inboxes and flag urgent items daily
Manage WhatsApp communication threads
Ensure no lead or client goes cold
Invoicing & Payment Follow-ups
Raise invoices via Zoho Books
Track due and partial payments
Send professional payment reminders
Flag overdue accounts to founders promptly
HR & Team Administration
Maintain attendance, leave, and work-hour records
Coordinate interviews, onboarding, and offer letters
Track probation timelines and review cycles
Maintain employee records and documentation
Task Tracking & Follow-ups
Ensure all tasks are assigned, tracked, and completed on time
Follow up with team members (SMMs, designers, PMs) on deadlines
Flag delays before they become problems
Maintain daily and weekly task visibility for founders
Lead & CRM Management
Track all incoming leads from Instagram, WhatsApp, and referrals
Update Notion CRM at every stage of the pipeline
Ensure first responses go out within 12–24 hours
Monitor pipeline: Inquiry → Call → Proposal → Closed
Files & Documentation
Maintain an organised Google Drive structure per client
Centralise Canva assets, briefs, contracts, and invoices
Keep SOPs updated in Notion
Enforce naming conventions and access protocols
Meetings & Notes
Set structured agendas before every meeting
Take clear notes and convert discussions into action items
Share summaries with the team and track completion
What We're Looking For
1–3 years of experience in operations, admin, EA, or a similar role
Exceptional organisational skills — you build systems naturally
Strong written communication — crisp emails, professional tone
Proactive and detail-oriented — you close loops without being asked
Comfortable with tools: Notion, Google Suite, Zoho, WhatsApp Business
Discreet and reliable when handling sensitive business information
Startup-ready — you're comfortable with ambiguity and wear multiple hats
Nice to Have
Prior experience at an agency or fast-paced startup
Familiarity with Zoho Books or any invoicing software
Experience managing social media inboxes or client communication
What You'll Get
Direct access and exposure to founders
A front-row seat to how a growing agency operates
Real ownership from day one — not a support role, a core role
A team that moves fast and values people who take initiative
To Apply
Send your CV and a letteron why this role is the right fit for you to hr.odestudio@gmail.com with the subject line: Chief of Staff Application – [Your Name]
Job Types: Full-time, Part-time
Pay: From ₹20,000.00 per month
Expected hours: 20 per week
Benefits:
Paid time off
Work from home
Experience:
Operations management: 2 years (Required)
Language:
English (Required)
Work Location: Hybrid remote in Mumbai, Maharashtra
About Ode
Ode Studio is a strategy-led branding and marketing studio working with modern, fast-growing brands across food & beverage, lifestyle, and hospitality. We specialise in building thoughtful, timeless brand identities and executing high-quality creative across packaging, digital, and social media.
Our approach is collaborative, detail-oriented, and rooted in strong strategic thinking. We don’t chase trends, we create work that is intentional, effective, and built to last.
As a growing studio, we’re focused on building a team that takes ownership, moves fast, and cares deeply about the quality of work.
About the Role
This is not a traditional EA role. As Chief of Staff, you'll be the operational backbone of the company owning everything from calendars and client communication to invoicing, HR coordination, and task follow-ups. You'll work directly with the founders and touch every part of the business.
If you're someone who loves systems, hates loose ends, and takes pride in making things run smoothly - this role is for you.
What You'll Do
Calendar & Scheduling
Manage founder calendars end-to-end
Schedule client calls, internal meetings, and interviews
Block deep-work time and ensure every meeting has a clear agenda
Prevent double bookings and last-minute chaos
Email & Client Communication
Draft and send client emails, follow-ups, and announcements
Monitor inboxes and flag urgent items daily
Manage WhatsApp communication threads
Ensure no lead or client goes cold
Invoicing & Payment Follow-ups
Raise invoices via Zoho Books
Track due and partial payments
Send professional payment reminders
Flag overdue accounts to founders promptly
HR & Team Administration
Maintain attendance, leave, and work-hour records
Coordinate interviews, onboarding, and offer letters
Track probation timelines and review cycles
Maintain employee records and documentation
Task Tracking & Follow-ups
Ensure all tasks are assigned, tracked, and completed on time
Follow up with team members (SMMs, designers, PMs) on deadlines
Flag delays before they become problems
Maintain daily and weekly task visibility for founders
Lead & CRM Management
Track all incoming leads from Instagram, WhatsApp, and referrals
Update Notion CRM at every stage of the pipeline
Ensure first responses go out within 12–24 hours
Monitor pipeline: Inquiry → Call → Proposal → Closed
Files & Documentation
Maintain an organised Google Drive structure per client
Centralise Canva assets, briefs, contracts, and invoices
Keep SOPs updated in Notion
Enforce naming conventions and access protocols
Meetings & Notes
Set structured agendas before every meeting
Take clear notes and convert discussions into action items
Share summaries with the team and track completion
What We're Looking For
1–3 years of experience in operations, admin, EA, or a similar role
Exceptional organisational skills — you build systems naturally
Strong written communication — crisp emails, professional tone
Proactive and detail-oriented — you close loops without being asked
Comfortable with tools: Notion, Google Suite, Zoho, WhatsApp Business
Discreet and reliable when handling sensitive business information
Startup-ready — you're comfortable with ambiguity and wear multiple hats
Nice to Have
Prior experience at an agency or fast-paced startup
Familiarity with Zoho Books or any invoicing software
Experience managing social media inboxes or client communication
What You'll Get
Direct access and exposure to founders
A front-row seat to how a growing agency operates
Real ownership from day one — not a support role, a core role
A team that moves fast and values people who take initiative
To Apply
Send your CV and a letteron why this role is the right fit for you to hr.odestudio@gmail.com with the subject line: Chief of Staff Application – [Your Name]
Job Types: Full-time, Part-time
Pay: From ₹20,000.00 per month
Expected hours: 20 per week
Benefits:
Paid time off
Work from home
Experience:
Operations management: 2 years (Required)
Language:
English (Required)
Work Location: Hybrid remote in Mumbai, Maharashtra
