Chief of Staff

Type: Full-time, 12 months (maternity cover) Reports to: CEO Work directly alongside the CEO and leadership team to drive strategic projects, build investor-grade deliverables at speed, and bring AI-powered ways of working to one of Scandinavia’s fastest-growing beauty brands. CAIA Cosmetics is a Stockholm-based global beauty brand, founded in 2018 by beauty industry veterans and experts in social media and content. We create high-performing, top-quality products at accessible price points, always crafted with intention and grounded in our Scandinavian heritage of effortlessness, warmth and clean design. Driven by an entrepreneurial and creative spirit, CAIA blends quality and expertise with creativity and entertainment to make beauty feel inspiring, joyful and easy to use. Our world is aspirational yet attainable - rooted in access, community, inclusivity and our signature “effortless glow.” ABOUT THE JOB We’re looking for a sharp, driven, and AI-savvy professional to work directly alongside our CEO and management team — someone who can seamlessly shift between building a board-ready deck, running a cross functional project end-to-end, and finding smarter ways to get things done with the latest AI tools. This is initially a 12-month position covering a parental leave, with the possibility of evolving depending on business needs. You’ll be the operational backbone of the leadership team: managing executive priorities, driving strategic projects from A to Z, and producing high-quality deliverables at speed. You’re not just keeping things organized — you’re making the entire management team more effective. We’re looking for someone who treats AI as a core part of their workflow, not a novelty. You use tools like Claude, ChatGPT and automation platforms daily — and you’re always exploring what’s next. MAIN TASKS & RESPONSIBILITIES Executive Support & Communications • Own the CEO’s calendar, travel, and meeting prep • Draft and refine internal and external communications on behalf of the CEO and leadership team • Act as a gatekeeper and trusted liaison between the CEO and internal/external stakeholders Presentations & Deliverables • Produce high-quality presentations and materials for board meetings, investor updates, strategy sessions and company-wide communications • Translate complex ideas into clear, visual storytelling — fast Project Management • Run cross-functional projects on behalf of the management team from initiation through delivery • Build project plans, set milestones, track progress, manage risks and hold teams accountable • Bring structure and rigor to initiatives that would otherwise fall through the cracks AI-Powered Productivity • Use AI tools daily to draft documents, analyze data, generate visuals, automate repetitive tasks and accelerate research • Proactively identify opportunities where AI can save the team time or improve output quality • Stay current on emerging AI capabilities and champion their adoption across the organization QUALIFICATIONS & PERSONAL SKILLS You have a strong background in executive support, programme management, consulting or a similar high-pace role. You combine sharp communication with operational discipline and the ability to drive things forward without being asked. You are structured, proactive and thrive when things move quickly. You communicate clearly, build trust easily and collaborate naturally across functions. PROFILE REQUIREMENTS • 3–5 years of experience in a fast-paced executive support, chief of staff, consulting or programme management role • Exceptional written and verbal communication — you write clearly, think logically and present confidently • Strong project management instincts: you naturally break big goals into actionable steps and keep things moving • Advanced proficiency with AI tools — you should be able to demonstrate how you use them in your daily work • Skilled in PowerPoint/Google Slides, Excel/Sheets, and comfortable learning new tools quickly • High