Chief of Staff

POSITION: Chief of Staff REPORTS TO: Chief Executive Officer
DEPARTMENT/PROGRAM: Operations REPORTS TO: Exempt – Full Time Salaried
JOB SUMMARY
The Chief of Staff (CoS) will serve as a key advisor and support to the President/Chief Executive Officer (CEO). The
Chief of Staff is responsible for managing the executive's schedule, facilitating communication across departments, driving
strategic initiatives, and ensuring smooth execution of the company's vision by overseeing projects and aligning teams to
achieve organizational goals, acting as a bridge between the executive leadership and the rest of the organization.
DUTIES & RESPONSIBILITIES
Business/Financial Operations
● Develop and build on relationships with all employees for increased efficiency and responsiveness of
existing operations, and help define new operational strategies by working with CEO and other
executives on special projects
● Works with the CEO and CDO on structuring new initiatives and projects through a development lens
to acquire capital for the building, implementation and sustainability of the new initiatives/projects
● Perform basic financial reconciliation/analysis of business and travel expenses, e.g. approve expense
reports and invoice vouchers
● Improve operational workflows, ensuring efficiency and scalability
● Establish and monitor key performance indicators (KPIs) to track organizational success
● Lead process optimization efforts, identifying and resolving bottlenecks
● Lead meetings and workshops with meticulous planning and coordination
● Identify areas of improvement across the organization and making actionable recommendations
● Conduct research and analysis to support decision-making processes; prepare reports and
presentations for the executive team
● Streamline operations and improve efficiency within the organization; identify areas for process
improvement
Administrative
● Act as a key advisor to the CEO on organizational strategy, priorities, and decision-making
● Provide support to the CEO, including answering inquiries and representing them with partners
● Translate the CEO’s vision into actionable plans and oversee execution
● Assist in developing and implementing strategic initiatives to achieve organizational goals
● Provide department heads with expert advice to enhance overall team efficiency
● Lead and mentor team members, providing guidance and support to ensure high performance
● Effectively manage CEO's calendar, provide advance preparation for meetings, schedule and attend to
details for conference calls, video conferences, travel, and personal appointments as needed. Prepare
supporting materials and brief CEO, accordingly.
● Coordinate calendars between the CEO, executive management, business consultants, staff, Board of
director, network relationships, etc. using Google calendar
● Prepare letters, memos, presentations, spreadsheets, and reports on behalf of the CEO
● Remain abreast and informed of issues and concerns involving the CEO and the organization, and serve as
a trusted and effective communications channel for the same
● Prioritize and ensure the continuity, accuracy, and timeliness of correspondence, memoranda, reports, and

other information
● Orchestrate strategic plans and establish productivity goals to bring the CEO’s priorities to fruition
● Conduct research and compile data on industry trends, competitive landscape
● Prepare executive reports, presentations, and briefing materials for leadership and board meetings
● Assist in board relations, including agenda planning, governance, and follow-up on strategic initiatives
Communications
● Serve as primary point of contact between the executives and other departments, ensuring information flows
smoothly and effectively
● Represent the CEO in meetings and act as a trusted voice for the organization
● Drive internal communication strategies to ensure transparency and alignment
● Connect people across the organization, and build relationships with board members, funders, and community
agencies
● Identify opportunities and ensure smooth operation of cross functional team projects
● Work with Creative and Marketing department/vendors to ensure proper storytelling is executed on CEO’s and
company’s website and social media
● Create and format according to CEO’s preference notes/outlines for speaking engagements and
presentations
Project Management
● Manage high-impact projects, ensuring timelines, deliverables, and objectives are met
● Oversee key projects and ensure they align with the organization's strategy and objectives
● Complete special projects and initiatives with skillful oversight and support
● Ensure orderly flow and prioritizing of work/assignments
● Coordinate and assist with planning special events which include the attendance of executives, organization
clients/customers, funders, donors, etc.
● Serve as project manager for a variety of special assignments, establishing objectives, determining priorities,
and completing projects within established deadlines
● Coordinate the scheduling and execution of social media and film project production days
Additional Duties
● Work closely with HR to develop leadership initiatives and foster a culture of collaboration
● Support talent acquisition efforts and advise on team development strategies
● Facilitate leadership meetings and ensure follow-through on key action items
● Manage CEO purchases, returns and contracts
● Additional tasks as assigned
COMPETENCIES
● Attention to detail
● Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative
solutions, conclusions or approaches to problems
● Judgment and Decision Making – Determine and consider the risks, ROI, relative costs and benefits of
potential actions to choose the most appropriate one
● Multi-tasking
● Team Player
● Ability to work on tight deadlines
● Ability to work in a fast pace and change-oriented environment
● Self-motivated
● Flexible and agile

● Perform proactively
QUALIFICATIONS & SKILLS
● Master’s Degree or higher preferred or Bachelor’s degree with a minimum of five (5) years of
relevant experience
● 5+ years of experience in a strategic, leadership, or operational role, preferably in a nonprofit, social impact,
or mission-driven organization
● Strong project management skills with a proven track record of executing high-level initiatives
● Excellent interpersonal, listening and communication skills with sensitivity to cultural communication
differences
● Attentive to detail and ability to reliably stay on top of a range of tasks and projects
● Professional and diplomatic manner and disposition in interacting with stakeholders, Board of
Directors, senior management, co-workers, and the public
● Ability to maintain a high level of confidentiality, demonstrate discretion, diplomacy, good judgment and tact.
PREFERRED SKILLS
● Master’s Degree or higher preferred or Bachelor’s degree with a minimum of five (5) years of
relevant experience
● Knowledge of nonprofit management and fundraising strategies.
● Experience in government relations, advocacy, or public policy.
● Familiarity with CRM, project management tools, and data analytics.
● Strategic thinking and planning
● Leadership and team-building abilities