POSITION: Chief of Staff
REPORTS TO: Chief Executive Officer
JOB CLASSIFICATION: Director III
WORK ARRANGEMENT: In Person, at San Francisco Headquarter
SALARY RANGE: $127,500-$170,000
APPLICATION DEADLINE: Open Until Filled
The Chief of Staff (COS) role is a key leadership position providing vision, coordination, collaboration, and project management. This is a highly strategic and facilitative role that requires a combination of focus, flexibility, and interpersonal savviness. The role requires a highly resourceful individual with strong emotional intelligence, motivation, and analytical skills.
The Chief of Staff is a full-time position that supports the C-Suite and Executive Leadership Team. The Chief of Staff will be responsible for maintaining the company calendar, board room scheduling, managing meetings for the Executive Leadership Team (ELT), Board and Board Committee, taking minutes, ordering office supplies, project management, and managing other all staff/agency meetings. This position will directly supervise all Administrative staff of the agency. The Chief of Staff primary duties make time, information, and decision-making more effective.
- 3+ years equivalent experience
- Master’s degree or equivalent experience in business administration and/or project management is a plus
- Ability to get things done: Great chiefs of staff are results-driven and meet adversity with tenacity. They are master organizers and project planners who consistently look ahead and anticipate needs before they arise.
- Strategic mindset: Chiefs of staff must be natural problem solvers who are analytical and structured in their thinking. They create order out of chaos by identifying systems and processes in need of adjustment. They deeply understand business operations and can synthesize information to recommend a plan of action.
- Emotional intelligence: Chiefs of staff should be both highly self-aware and perceptive toward the CEO and other key relationships. They should serve as connectors who are aware of every key project and can connect the dots across the company. Successful chiefs of staff are positive, empathetic, flexible, and curious. Most importantly, they are respected by their colleagues.
- Loyal and selfless: Leaders must be able to implicitly trust their chiefs of staff, and loyal chiefs of staff are constantly looking for ways to offer support. They must be confident enough to be candid when needed, while also humble enough to work behind the scenes.
- Highly developed communications skills (written/verbal).
- A balanced approach towards results and good process.
- Interpersonal savvy and organizational agility; ability to influence up, down, and across.
- Ability to effectively manage multiple projects, deadlines, information streams, and departments.
- Unquestionable ethics and integrity.
- Ability to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
- Interested in and effective at problem-solving.
- Strategic view, ability to connect the departments within the organization.
- Ability to take on additional responsibilities as needed.
- Ability to sit at a desk and perform computer-intensive work for long periods of time; operate standard office equipment and lift to 20pds.
- Provide “big picture” strategic support to the Executive Leadership Team (ELT), including the C-Suite:
- Help drive internal and external understanding of the mission, vision and priorities of the agency ensuring alignment with the strategic plan.
- Prepare for, facilitate, and follow up from “critical path” meetings (e.g., of the executive leadership team or with partners, funders, government officials, community organizations, etc.)
- Proactively elevate and surface issues that could impact the successful execution of the organization’s commitments, goals, or image.
- Support the C-Suite in preparing communications, public presentations, or correspondence.
- Provide research, analysis, and recommendations to support the C-Suite’s objectives, decision-making, and improvements.
- Coordinate annual work-planning (in collaboration with finance) and performance management processes.
- Provide an organizational strategy lens to the ELT and shared systems/practices.
- Harness the staff towards effectively meeting LightHouse’s mission and priorities:
- Enable information flow throughout the organization, particularly to and from the C-Suite.
- Coordinate projects or commitments involving multiple teams, ensuring alignment, communication, and leveraging of resources.
- Efficiently track implementation of priorities and projects.
- Enable listening, learning, and decision-making by the CEO and other senior managers.
- Work with staff to align their actions and communications in support of agreed upon goals.
- Anticipate and remove barriers.
- Help ensure that individuals connect their roles to the bigger organizational strategy.
- Manage, support, and facilitate systems-related projects as assigned by the C-Suite team:
- When necessary to provide additional capacity to the CEO and staff, take on complex program design, policy work, special events, or strategic communications.
- Attend meetings, capture major takeaways, and work with the CEO and staff to ensure follow up. Monitor progress/achievement of next steps.
- Monitor and support projects that require CEO’s awareness and involvement.
- Be prepared to apprise the CEO of project status and variations from schedule or scope.
- Provide high-level administrative support to the Board of Directors:
- Work closely with the CEO to prepare for and follow up from meetings of the Board of Directors and Board committees and special projects.
- Help ensure that individual members of the Board are informed and engaged to their full potential.
- Administrative liaison to Board of Directors and Board Committees.
- Supervise all Administrative staff in the organization:
- Supervise and provide performance management to all administrative staff, including reception.
- Cross train all administrative staff on systems, processes and procedures for to support admin functions including incoming and outgoing mail, cash logs, office supply ordering, procurement, scheduling and taking meeting minutes.
- Leverage administrative team to support organizational vision, goals, and priorities.
LightHouse is an equal opportunity employer. LightHouse policy and the law prohibit discrimination and harassment based on an individual’s race, ancestry, religion or religious creed (including religious dress and grooming practices), color, age (40 and over), sex, gender, sexual orientation, gender identity or expression, genetic information, national origin (including language use restrictions), marital status, medical condition (including cancer and genetic characteristics), physical or mental disability (including HIV and AIDS), military or veteran status, pregnancy, childbirth, breastfeeding and related medical conditions, denial of Family and Medical Care leave, height and weight, or any other classification protected by federal, state, or local laws, regulations, or ordinances. Our policy and the law prohibit co-workers, third parties, supervisors, and managers from engaging in such conduct.
LightHouse personnel are employed on an at-will basis. Employment at-will means that the employment relationship may be terminated, with or without cause and with or without advance notice at any time by the employee or the Agency.
We strive to maintain a scent-free environment and a drug-free workplace. Employees are expected to behave in accordance with these objectives.
All employees at LightHouse are hired for an indefinite and unspecified duration and consequently, no employee is guaranteed employment for a specified length of time. Employment is at the mutual consent of the employee and LightHouse. Accordingly, either the employee or LightHouse can terminate the employment relationship at any time, with or without cause (“employment at will”).
Please submit a cover letter and résumé as Word attachments (no. PDFs please), to HR@lighthouse-sf.org, including the job title in the subject line. We will not consider videos or hyperlinks to online profiles. Due to time constraints, we will only respond to complete submissions in which there is serious interest, thanks for your understanding.
Blind/visually impaired strongly encouraged to apply.