Job Description

Position : Chief of Staff
Working Schedule : 8am-5pm EST
Role Overview
We are looking for a highly organized, strategic, and proactive Chief of Staff to serve as the primary partner to our [CEO/Executive]. In this role, you will act as a "force multiplier," streamlining operations, overseeing strategic initiatives, and ensuring that the Executive's time is focused on the highest-leverage activities.
The ideal candidate is a master of execution who can pivot from high-level strategic planning to granular project management. You are the "glue" that holds the leadership team together and the "grease" that keeps the organizational gears turning.
Core Responsibilities
1. Strategic Planning & Execution

• Annual & Quarterly Planning: Lead the strategic planning process (e.g., OKRs, KPIs) and ensure departmental goals are aligned with the company's long-term vision.
• Special Projects: Spearhead high-impact initiatives that fall outside the scope of traditional departments (e.g., market expansion, M&A integration, or internal restructuring).
• Decision Support: Conduct research, perform data analysis, and prepare briefing materials to help the Executive make informed, timely decisions.

2. Operational Excellence

• Executive Productivity: Manage the "rhythm of the business" by overseeing the Executive's calendar, prioritizing their commitments, and ensuring they are prepared for every meeting.
• Meeting Management: Design agendas for leadership meetings and board meetings. Capture action items and hold stakeholders accountable for follow-through.
• Process Improvement: Identify bottlenecks in internal workflows and implement systems to improve organizational efficiency.
• Coordinate and organize: All aspects of domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Prepare and edit: Needed correspondence, presentations, reports, and other documents.
• Handle Communications: Both incoming and outgoing phone calls, emails, and mail, and act as a gatekeeper as needed.
• Maintain and organize: As needed the physical and digital files, ensuring information is easily accessible.

3. Communications & Relationship Management

• Internal Liaison: Act as a proxy for the Executive in meetings when necessary. Serve as a bridge for communication between the leadership team and the broader staff.
• Executive Voice: Draft speeches, company-wide emails, board decks, and external presentations on behalf of the Executive.
• Culture Carrier: Promote the company's values and mission, ensuring that employee morale and company culture remain high during periods of growth or change.
• Meeting Management: Prepare meeting agendas, presentations, and supporting materials. Take accurate and detailed meeting minutes and distribute them in a timely manner, follow up on action items to ensure deadlines are met. Coordinate meeting logistics, including room setup, A/V equipment, and catering.
• Communication & Stakeholder Relations: Serve as a primary point of contact for internal and external stakeholders. Build and maintain positive relationships with clients, partners, and colleagues. Draft professional and articulate communications on behalf of the Executive.

4. Financial & Performance Oversight

• Budgeting: Partner with the Finance team to track department budgets and ensure resources are allocated to strategic priorities.
• Performance Tracking: Build and maintain dashboards to monitor the health of the business and provide regular updates to the Executive.

Qualifications

• Experience: 4+ years of professional experience in a DIRECT Chief of Staff role.
• Executive Level: 4+ years of experience required working with multiple executive at once.
• Overall Experience: 8+ years of professional working experience in total.
• Problem Solving: A proven track record of solving complex, ambiguous problems with minimal supervision.
• Discretion: Ability to handle highly sensitive information with absolute confidentiality and professionalism.
• Influence: Exceptional interpersonal skills; able to build relationships and influence stakeholders at all levels without having direct authority over them.
• Adaptability: High "AQ" (Adaptability Quotient)--the ability to thrive in a fast-paced, ever-changing environment.

Preferred

• Education: Bachelor's degree required; MBA or Master's in a relevant field is highly preferred.

Skills Required