Chief of Staff

About the Job

Location: India (Remote with occasional travel)

Reports to: Managing Director & Director of Operations

Employment Type: Full-time

Support: Executive support provided for US-specific requirements and local coordination as needed

About Cäya Habitats

Cäya Habitats is a luxury boutique hospitality project creating state-of-the-art experiential accommodations in Teague, Texas. We are developing 17 luxury units on 20 acres of heavily wooded land, featuring innovative sustainable design, Miyawaki forests, and premium guest experiences. Our mission is to develop an experiential hospitality brand through thoughtful design, maximizing comfort to create unforgettable memories.

Position Overview

We are seeking a strategic and detail-oriented Chief of Staff to serve as the central coordination hub for our multi-disciplinary team structure. This role orchestrates seamless collaboration across our specialized teams (Construction/Build, Financial/Tax & Investor Onboarding, Legal Counsel, Marketing, and Architecture & Landscaping) while managing day-to-day operations. The ideal candidate will be a proactive problem-solver who can anticipate needs, coordinate across functions, and drive results with minimal supervision.

This position offers significant growth potential and performance-based incentives tied directly to project milestones and fundraising success.

Key Responsibilities

Cross-Functional Team Coordination

• Serve as central coordination hub across all specialized teams: Construction/Build, Financial/Tax & Investor Onboarding, Legal Counsel, Marketing, and Architecture & Landscaping
• Lead comprehensive project management for the Cäya Habitats development from inception to grand opening (targeted April 2026)
• Facilitate communication and alignment between teams to ensure seamless project execution
• Track progress across all workstreams and identify interdependencies between team deliverables
• Escalate issues and bottlenecks to executives only when approval or strategic direction is needed

Team Liaison & Progress Management

• Construction/Build Team: Monitor construction timelines, quality standards, permits, and on-site coordination
• Financial/Tax & Investor Onboarding Team: Track fundraising progress, investor pipeline status, and financial reporting requirements
• Legal Counsel: Coordinate contract reviews, regulatory compliance, NDAs, and legal documentation workflows
• Marketing Team: Ensure brand consistency, coordinate marketing material approvals, and align promotional timelines with project milestones
• Architecture & Landscaping Team: Track design approvals, coordinate with construction team on implementation, and ensure sustainability initiatives (Miyawaki forests) are progressing

Vendor & Contractor Management

• Serve as primary point of contact for all external vendors and contractors across India, US, and international markets
• Coordinate between internal teams and external vendors to ensure alignment on specifications and timelines
• Manage vendor relationships, contracts, and performance metrics across all project areas
• Coordinate on-site activities and ensure quality standards are met across construction, landscaping, and other implementation areas
• Resolve cross-team vendor issues and maintain comprehensive vendor database

Administrative & Legal Operations

• Manage administrative workflows including NDAs, contracts, and legal documentation
• Coordinate with legal counsel on regulatory compliance and documentation
• Oversee permitting processes and regulatory approvals
• Maintain organized filing systems and project documentation
• Handle confidential information with discretion and professionalism

Investor Relations & Fundraising Support

• Identify and research potential investors within Texas and broader US market
• Maintain investor pipeline and relationship management system
• Coordinate investor meetings, presentations, and due diligence processes
• Prepare investor materials and financial documentation
• Support fundraising activities to meet capital raising targets

Strategic Support & Communication

• Act as central communication hub between all internal teams and external stakeholders
• Synthesize progress reports from all teams into comprehensive executive briefings
• Facilitate cross-team meetings and ensure alignment on shared deliverables
• Anticipate needs across all teams and proactively address potential cross-functional challenges
• Ensure consistent information flow and eliminate communication silos between specialized teams

Coordinate team dependencies and resource allocation across all project workstreams