Chief of Staff

Description

General definition of work

The Chief of Staff is a full-time position that supports the President/CEO of the organization. This position is responsible for managing all organizational communications including with the Board on behalf of the President and with community agencies, volunteers and direct service clients. The Chief of Staff will be responsible for maintaining the company calendar, board room scheduling, managing Board and Board Committee meetings, taking minutes, ordering office supplies, managing business systems, and managing other staff/agency meetings. The position will work closely with the Leadership Team and Executive/Advisory Boards.

The Chief of Staff will support and exemplify the United Way core values of Humility, Compassion, Equity, Advocacy, Conviction, and Collaboration.

Job Duties

Primary Responsibilities

Executive Support

• Strategic calendar management including planning and coordinating
• Prepare deliverables, including drafting letters, meeting minutes, correspondence, emails, internal marketing materials, and other tasks that facilitate President’s ability to effectively lead the organization
• Staff the leadership meeting and facilitates cross-team coordination of projects and assignments
• Provide management for on and off-site meetings, including tech support, supplies, food and beverage, etc
• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Board Support and Liaison

• Serves as the President’s administrative liaison to the UWGC’s Board
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set forth in the bylaws regarding board and committee matters, including advance distribution of materials
• Manage administrative board communications, meeting preparation, and recordkeeping
• Coordinate Board recognition activities including birthdays and special occasions
• Liaison to the Governance Committee

Office Management

• Manage scheduling, attending, and preparing related agendas for all Executive and staff meetings
• Order and maintain office and kitchen supplies
• Manage building maintenance, including landscaping, contractors, etc
• Manage copier maintenance, phone and computer support as needed

Staff Management

• Manage staff calendar
• Post job openings and filter resume submissions to the appropriate leadership
• Coordinate staff monthly VISA statements and receipts
• Organize and manage bi-annual staff retreat
• Plan and execute staff luncheons and other special occasions (i.e. birthdays)
• Manage office tech support, in coordination with Arcane Tech
• Office 365/Sharepoint management support

Skills Required

Qualifications

• Bachelor’s Degree or equivalent experience preferred
• Must be punctual and dependable
• Must have excellent communication and writing skills
• Prior experience working with the public
• Intermediate computer skills with Excel, Adobe and Power Point proficiency preferred
• Intermediate proficiency with Mac and PC systems
• Primary responsibility for fielding calls on the main organization phone line
• Ability to work without close supervision and to follow verbal and written instructions
• Must use tact and courtesy in dealing with staff, clients, volunteers, and visitors
• Must possess the ability to communicate effectively with all levels of management, employees, outside contacts and members of the Board
• Must be level-headed in emergency situations and have an acute sense of responsibility
• Must possess a spirit of cooperation and enthusiasm
• Must attend all mandatory meetings and specified training sessions
• Must maintain confidentiality

Work Schedule

This position is full time at 37.5 hours per week. The schedule is 8:30am-5pm with a one-hour lunch break. The position works in the office Monday-Thursday and remotely on Friday.

Additional Info

Other Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

It is the policy of United Way to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, national origin, genetic information, or any other characteristic protected by law. United Way prohibits any such discrimination or harassment.

United Way prohibits the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana in the workplace. Employees not in compliance will face reprimand and possible termination.