Executive Assistant/Chief of Staff/Special Projects Manager

Job Description

Job DescriptionExecutive Assistant / Chief of Staff / Special Projects Manager
About World Health Labs (WHL)

World Health Labs (Barbados) Inc. is an innovative management company with operating businesses across multiple industries, including healthcare. WHL supports a globally active CEO and executive team operating across Europe, North America, and the Caribbean.

We are seeking a high-calibre Executive Assistant / Chief of Staff / Special Projects Manager who thrives in fast-paced, unconventional environments and is motivated by building structure where none exists.

Role Overview

This is not a traditional EA role. It is a senior, high-impact position for someone operating at the top of their profession — a trusted partner to the CEO who combines operational excellence, discretion, leadership, and relentless execution.

The CEO works across Central European and Eastern Standard Time zones and maintains an intense, seven-day work schedule. The successful candidate will be expected to align closely with the CEO’s working hours, anticipate needs proactively, and remove friction from both professional and personal operations.

This role also includes managing in-market Personal Assistants, leading special projects, and building scalable systems that bring order to complex, fast-moving environments.

Position Details

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

• Function: Corporate
  

• Department: Executive Office
  

• Employment Type: Full-Time
  

• Reports To: CEO
  

Role Summary

You will oversee multiple, concurrent work streams requiring exceptional organization, judgment, adaptability, and creativity. Success in this role is defined by your ability to:

• Reduce or eliminate the CEO’s administrative burden
  

• Bring structure to ambiguity
  

• Execute relentlessly across time zones
  

• Lead and coordinate support teams
  

• Handle sensitive matters with absolute discretion
  

This position requires comfort with non-traditional hours, frequent international coordination, and a high level of personal accountability.

Key Responsibilities
Executive Support & Office Management

• End-to-end management of the CEO’s calendar, travel, accommodations, and logistics
  

• Screening and prioritization of all incoming requests
  

• Meeting support, note-taking, action-item tracking, and follow-up
  

• Managing personal appointments, family commitments, and key reminders
  

• Residency and documentation management (medical, legal, travel, and compliance records)
  

• Oversight of department budgets, expenses, and financial tracking
  

• Proactively monitoring the CEO’s communications to anticipate needs
  

• Maintaining secure electronic and physical filing systems
  

Leadership & Team Management

• Direct management of in-market Personal Assistants
  

• Recruiting, onboarding, training, and performance management
  

• Coordinating temporary support staff as required
  

• Building and documenting scalable processes and playbooks
  

Special Projects & Operations

• Property and short-term rental oversight, including revenue optimization
  

• Planning and execution of complex international travel and family logistics
  

• Insurance claims management
  

• Healthcare coordination across multiple countries
  

• Research and execution in unfamiliar regulatory and bureaucratic environments
  

• Continuous improvement of Executive Office systems and workflows
  

Critical Accountabilities

• Deliver concise, structured communication to enable rapid executive decision-making
  

• Anticipate needs and act without waiting for instruction
  

• Maintain flawless confidentiality and professional discretion
  

• Manage multiple priorities calmly in high-pressure environments
  

• Build clarity and systems in unstructured settings
  

• Represent the Executive Office with professionalism always
  

Personal Assistant Team – Functional Scope

The EA/Chief of Staff will oversee a Personal Assistant team whose responsibilities may include:

1. Wellness & Lifestyle Management

• Meal planning and preparation aligned with strict nutrition protocols
  

• Kitchen and supply organization, frequent grocery procurement
  

• Cycling and fitness support including equipment care, gear preparation, and on-bike nutrition
  

• Occasional logistical support during training sessions
  

2. Longevity & Health Coordination

• Managing healthcare records across multiple countries
  

• Scheduling and coordinating physio, massage, chiropractic, and specialist care
  

• Managing supplements, peptides, and evolving wellness protocols
  

• Vendor sourcing, billing, and appointment logistics
  

3. Personal & Transportation Support

• Personal transportation for errands and appointments
  

• Household logistics and deliveries
  

• Proactive execution of day-to-day personal support needs
  

4. Guest Management & Hospitality

• Preparing residences for visiting guests
  

• Coordinating hospitality logistics to ensure a seamless experience
  

Who You Are

You are:

• Highly experienced in senior EA, Chief of Staff, or complex operational leadership roles
  

• Comfortable working across time zones and in non-traditional schedules
  

• Exceptionally organized, decisive, and proactive
  

• Calm under pressure and energized by responsibility
  

• Trusted with sensitive personal and professional matters
  

• A builder of systems, not just a manager of tasks