Chief of Staff to Executive Vice President
Job Description
We are in need of a next-level Chief of Staff to support our Executive Vice President.
Job Purpose
The Chief of Staff to the Executive Vice President (EVP) provides high-level administrative support and project management to ensure the efficient execution of the EVP’s priorities and responsibilities. This role focuses on managing the operational, administrative, and project-related tasks essential to the EVP’s success, enabling them to focus on strategic planning and organizational leadership.
The Chief of Staff serves as a key organizer and coordinator, managing cross-functional projects, overseeing the EVP’s schedule, and acting as a liaison between the EVP and stakeholders. This position requires exceptional organizational and communication skills, as well as the ability to manage multiple priorities in a dynamic environment.
This role is ideal for an experienced professional who excels in providing organizational support and project coordination, with the ability to grow into a more strategic role over time. It is critical to the EVP’s success in driving organizational priorities and enhancing efficiency.
Key Responsibilities
Meeting Coordination & Follow-Up
Attend key meetings alongside the EVP to take detailed notes and identify action items.
Develop and execute action plans based on meeting outcomes, including follow-through on tasks and delegation where appropriate.
Coordinate with internal teams and external stakeholders to ensure timely progress on initiatives discussed in meetings.
Project Management
Oversee and track key initiatives, ensuring timelines, deliverables, and objectives are met.
Conduct research, gather data, and prepare summaries or reports to support EVP decision-making.
Collaborate with cross-functional teams to facilitate project execution and alignment with organizational goals.
Operational Support
Manage the EVP’s calendar strategically, scheduling time for planning and execution of priorities.
Coordinate and organize meetings, conferences, and events, including logistics, agendas, and materials preparation.
Prepare and review correspondence, presentations, and reports with a focus on professionalism and accuracy.
Communication & Coordination
Serve as a point of contact for the EVP, ensuring clear and timely communication with stakeholders.
Follow up on commitments and deadlines, ensuring objectives are met efficiently.
Represent the EVP in meetings and discussions as necessary, providing updates and ensuring follow-through.
Administrative Excellence
Oversee travel arrangements, expense tracking, and budget-related tasks, ensuring adherence to policies and efficient use of resources.
Maintain confidential records, files, and databases with accuracy and organization.
Proactively anticipate the needs of the EVP to streamline operations and enhance productivity.
Skills
Strong organizational and time management skills to prioritize tasks effectively and meet deadlines.
Excellent written and verbal communication skills to interact professionally with diverse stakeholders.
Proficiency in productivity tools, such as Microsoft Office Suite, project management software, and collaboration platforms.
Ability to maintain confidentiality and handle sensitive information with discretion.
Detail-oriented with a proactive approach to identifying and solving problems.
Strong interpersonal skills to build relationships and foster collaboration across teams.
Flexibility and adaptability to manage shifting priorities and changing circumstances.
Education
A Bachelor’s degree in Healthcare Administration, Business Administration, or a related filed. Master’s degree strongly preferred.
Experience
2-3 years of experience in a high-level administrative or project management role, preferably supporting senior executives.
Experience working in a fast-paced and dynamic environment, requiring multitasking and adaptability.