Health Effects Institute - Boston, MA
posted 2 months ago
In close collaboration with the Institute's President and Directors, the Chief of Staff at Health Effects Institute will play a crucial role in ensuring the efficient day-to-day operations of the organization by coordinating cross-functional finance, administrative, communication, and science activities supporting and coordinating with the development and communications activities. This position is integral to the operational success of the Institute, requiring a blend of executive support, project management, operations management, communication, and human resources responsibilities. The Chief of Staff will provide executive support by assisting the HEI President and Directors in the day-to-day management of the organization, offering regular progress reports during Directors Meetings. This role acts as a liaison between the Directors and other HEI staff and external stakeholders, managing the Organizational HEI calendar to ensure fluidity across all activities. The Chief of Staff will also coordinate and manage dynamic committee and science staff meeting schedules, ensuring that all operational activities are effectively supported. In terms of project management, the Chief of Staff will serve as the logistics lead for the HEI Annual Conference, working closely with the HEI Operations Manager and science staff. This role will involve leading and managing special projects and teams as assigned by the President, tracking scientific research, financial, and communication timelines to ensure documentation is complete and deadlines are met. The Chief of Staff will oversee day-to-day operations to ensure organizational effectiveness and efficiency, strengthening project planning and management tools across all programs at HEI. This includes identifying areas for operational improvement and developing, implementing, and maintaining operational policies and procedures, such as the HEI employee handbook. The Chief of Staff will also assist in preparing key documents like the Annual Report, Strategic Plan, and grant applications by coordinating across teams and managing timelines. Communication and coordination are vital aspects of this role, as the Chief of Staff will facilitate internal communication to ensure alignment and information flow across the organization. This includes organizing and leading regular administrative team meetings, serving as an operational point of contact for external partners, and overseeing the development and accuracy of key databases that support administrative operations and external communications. Additionally, the Chief of Staff will support the Directors of Development and Communications in creating marketing materials for fundraising and sponsor visits. Finally, the Chief of Staff will play a role in human resources and staff development by supporting recruitment and hiring processes, developing onboarding practices for new staff, and assisting in the implementation of staff training and professional development programs. This position fosters a positive and inclusive workplace culture and may involve other duties as assigned by the supervisor, including participation in required training for the role.