Chief of Staff

About the position

The Chief of Staff serves as a strategic partner to the CEO or senior leadership team, helping to drive key organizational initiatives, enhance operational efficiency, and ensure alignment across departments. Chief of Staff plays a vital role in overseeing daily operations, managing key projects, and facilitating communication between various teams to ensure organization's goals are being met effectively and efficiently.

Responsibilities

• Assist in the development and execution of the organization's strategic objectives.
• Coordinate with department heads to ensure the alignment of departmental goals with overall business strategy.
• Track progress against key initiatives and report on outcomes to the executive team.
• Lead and coordinate weekly leadership team meetings, including setting agendas, facilitating discussions, and ensuring action items are assigned and tracked.
• Lead cross-departmental meetings to review project progress and address any roadblocks.
• Prepare meeting materials, track deliverables, and follow up on outstanding action items.
• Ensure meetings stay on schedule, with clear outcomes and next steps.
• Handle confidential and sensitive information with discretion.
• Coordinate with other team members and departments to ensure smooth operations.
• Assist in the preparation, updating, and refinement of presentations, ensuring they are visually engaging and aligned with executive objectives.
• Provide support in proofreading documents, meeting notes, and summarizing key takeaways to ensure clarity and accuracy.
• Track ongoing initiatives and projects, ensuring timely updates are provided to the executive team and stakeholders.
• Oversee the administration of ongoing Sonrava projects by ensuring timelines, resources, and team members are aligned and tasks are completed efficiently.
• Act as the main point of contact for project updates, ensuring that all relevant stakeholders are informed of progress.
• Help with project planning, scheduling, and resource management to ensure successful and timely project delivery.
• Monitor multiple projects simultaneously, keeping the CEO and senior leadership team updated on status and helping to resolve any issues that arise.
• Act as a liaison between departments to ensure collaboration and smooth communication.
• Support interdepartmental projects by organizing resources and acting as a facilitator to drive progress.
• Monitor departmental performance and align activities with the organization's strategic goals.
• Lead special projects initiated by the executive team, such as preparing reports, overseeing organizational changes, or launching new initiatives.
• Coordinate the execution of ad-hoc projects, ensuring all deliverables are met and completed with high attention to detail.
• Support key organizational events, including preparing materials, managing logistics, and coordinating schedules.
• Facilitate communication between the CEO and other executives, department heads, and external partners.
• Represent the CEO or executive team in meetings as needed and ensure the flow of information is efficient and transparent.
• Provide mentorship and guidance to junior staff and senior leaders.
• Foster a culture of collaboration, transparency, and continuous improvement within the organization.
• Act as a point of contact for urgent issues, solving problems or escalating them to the appropriate party.
• Resolve internal conflicts or concerns with an objective approach to ensure a positive work environment.

Requirements

• Proven experience in senior leadership or strategic role (e.g., Operations, Project Management).
• Experience in working directly with senior executives, preferably the CEO or board members.
• Proven experience as a C Level Executive Assistant or in a similar administrative support role.
• Advanced proficiency in Microsoft Excel, including knowledge of macros, pivot tables, and data analysis.
• Strong communication skills, both written and verbal.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Detail-oriented and proactive, with a solutions-oriented mindset.
• Ability to work independently and in a team-oriented environment.
• Discretion and professionalism in handling confidential information.

Nice-to-haves

• A bachelor's degree in business administration, management, or a related field (an MBA or equivalent advanced degree is often preferred).

Benefits

• Flexible work environment
• Opportunities for professional development
• Dynamic work culture