Job Description: Chief of Staff
Company: VMotiv8 Education
Role: Chief of Staff
Reports to: Founder & CEO
Location: Remote, with overlap required on U.S. Eastern Time
Type: Full-time
Role Summary
The Chief of Staff is the operating partner to the Founder & CEO. This role exists to turn strategy into execution, protect the CEO’s time, and ensure every student receives the outcome promised by VMotiv8 Education.
This is not an assistant role. The Chief of Staff owns the connections between delivery, mentor quality, operations, product, and data. If something is falling between teams, this role owns it until a permanent owner is assigned.
The position has a dual focus: approximately 70% company-wide operating leadership and 30% direct student mentorship in Chemistry, Biology, and Mathematics.
Company Overview
VMotiv8 Education is a premium college admissions consulting and mentorship firm serving students in grades 6 to 12 who are targeting Ivy League and Top 20 universities.
Current proof points:
- 850+ students placed.
- 30% Ivy and T20 admit rate.
- $59M+ in scholarships secured.
Core methodology: Offense vs. Defense
- Defense: GPA, AP rigor, and test scores.
- Offense: passion projects, research, extracurricular spikes, and personal narrative.
Key Responsibilities1. Delivery Quality and Student Outcomes
- Maintain a live master view of every enrolled student, including pathway, grade, mentor assignment, session cadence, roadmap milestones, and risk status.
- Run weekly delivery reviews and flag students who miss sessions, stall on milestones, or show no logged progress.
- Enforce North Star metrics for every passion project.
- Audit progress trackers monthly for completeness.
- Own early escalation for at-risk families and recommend interventions before dissatisfaction reaches the CEO.
2. Mentor Force Quality
- Partner with HR and Operations on mentor sourcing, screening, and onboarding.
- Personally run subject-matter screens for STEM mentor candidates.
- Build and maintain mentor onboarding curriculum and standards.
- Conduct quarterly mentor performance reviews using student outcomes and feedback.
- Forecast mentor capacity and flag quality risks before sales outpaces delivery.
3. Executive Leverage for the CEO
- Run weekly leadership cadence: agenda, pre-reads, decisions, owners, and deadlines.
- Convert CEO decisions into tracked work.
- Prepare one-page briefs for parent escalations, partnerships, and strategic meetings.
- Independently resolve issues that do not require CEO judgment.
- Represent the CEO in meetings where direct presence is not needed.
4. Program and Project Management
- Own cross-functional initiatives such as AI Academy, AP Drills, College Knowledge Base refreshes, and platform rollouts.
- Maintain a single company project board with owners, dates, dependencies, and status.
- Run launch readiness checks before anything goes live.
- Pause or kill projects that are not adding value.
5. Data, Reporting, and Business Intelligence
- Own the company scorecard, including retention, session completion, mentor utilization, outcomes, scholarship totals, and conversion.
- Deliver a weekly operating review to the CEO.
- Ensure all client-facing statistics are verified and traceable.
- Maintain the source of truth for company proof points and correct assets when numbers change.
6. Weekly Mentor Payouts and Credit Reconciliation
- Own the weekly delivery financial close.
- Verify session logs against calendar records, mentor notes, and student credit ledgers.
- Resolve mismatches before payout.
- Calculate mentor payouts and issue per-mentor payout statements.
- Reconcile student credit balances weekly and flag depleted, aging, or overdrawn accounts.
- Ensure all payouts and credits tie back to verified documentation.
7. Systems and Process
- Document repeatable workflows into SOPs.
- Maintain tooling hygiene across GoHighLevel, the learning portal, Google Workspace, and the internal AI library.
- Eliminate recurring manual work through process improvement or automation.
- Maintain knowledge management so files, roadmaps, contracts, and call summaries are consistently stored and retrievable.
8. Direct Mentorship
- Carry a personal caseload of high-priority students in Chemistry, Biology, and Mathematics.
- Serve as escalation mentor for STEM students at risk.
- Advise on research pathway students, including lab placement, ISEF preparation, publication strategy, and mentor matching.
- Contribute STEM content to prep.vmotiv8.com.
Decision Rights
Decides independently:
- Mentor-to-student assignments and reassignments.
- Session scheduling exceptions and makeup policy application.
- Internal process changes and documentation standards.
- Project sequencing within approved initiatives.
- Student escalation status.
- Payout calculations and session verification rulings.
- Credit ledger corrections.
Recommends, CEO decides:
- Mentor hiring and termination.
- Mentor pay rate changes.
- Payment release for disputed sessions.
- Complimentary or bonus student credits.
- Pricing, package structure, and discounting.
- New product lines and channel strategy.
- Refunds and contract changes.
- Any external commitment made in VMotiv8’s name.
Never decides alone:
- Client-facing outcome claims.
- Legal or contractual language changes.
- Compensation.
Qualifications
Required:
- Advanced degree in a STEM field; Ph.D. preferred.
- 7+ years of combined experience across teaching, mentorship, research, or operations.
- Proven student outcomes.
- Ability to manage multiple workstreams without missing detail.
- Strong written communication.
- Spreadsheet and data fluency.
- Comfort building and maintaining scorecards and reconciliations.
Preferred:
- Prior chief of staff, operations, or program management experience.
- Familiarity with U.S. college admissions and standardized testing.
- Experience managing distributed or part-time instructional staff.
- Familiarity with CRM systems, learning platforms, and AI tools.
Core Competencies
- Ownership without prompting.
- Judgment under ambiguity.
- Detail at scale.
- Direct communication.
- Academic credibility.
- Standards enforcement.
- Numerical discipline.
Success Metrics
First 30 days:
- Audit of all active student files completed.
- Master delivery dashboard live.
- Credit ledger reconciled.
- Mentor one-on-ones completed.
- Key process gaps identified.
First 60 days:
- Weekly operating review running independently.
- Payout cycle on time.
- Mentor onboarding curriculum documented.
- Manual workflows reduced.
- No students without a tracker.
First 90 days:
- All initiatives on a single tracked board.
- Session-to-credit reconciliation at 100%.
- Delivery cost and margin report delivered.
- Mentor performance review cycle completed.
- Capacity forecast completed.
Pay: ₹100,000.00 per month
Benefits:
- Paid sick time
- Paid time off
- Work from home
Experience:
- Teaching, Mentorship, Research, or Operating roles: 7 years (Preferred)
- Advanced degree in a STEM field. Ph.D. preferred: 1 year (Required)
- Microsoft Excel, Including Formulas & Variance checks: 3 years (Required)
Work Location: Remote
